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ActionProgram Manager™

1. GanttProject Org 1 11 1 l Tasks i17 Figure 84 Gantt Chart If you click on the magnifying glass with the minus sign several times it condenses the chart onto one page making it easy for you to view the entire project at a glance Gantt Charts Help FS aHa Ece omo antt 6 et August 2008 September 2008 PJ Week 30 Week 31 Week 32 Week 33 Week 34 Week 35 Week 36 week 3 E m AZ 6 p 2 r Gather Requirements and Design e zg 0 Subtask 1 ry Richards Cris Cally Bill Phelps Subtask 2 ris Cally Bill Phelps Subtask 3 0 Bill Phelps Cris Cally E Develop and Test Subtask 11 Sub task 12 Subtask 13 Implement in Test Environment Sub task 21 ji T Subtask 22 b 0 SS Sub task 23 0 E Implement in Production Environn 0 Subtask 31 Sub task 32 Subtask 33 i 10 10 GanttProject Org 1 11 1 Tasks 17 Resources 6 Figure 85 Gantt Chart Condensed Appendix A Charts amp Reports 143 ActionProgram Manager User Guide Resource Management Chart A Inventory pri dell 2 Gantt Charts OOlrene Jacobs O2Mike Millar O4Allen Crouder O6Bill Phelps O8Nancy Olsen O6Bill Phelps Date 8 October 2008 10Mary Richards Assigned 2 5 Task ID Task00000000321 Pr
2. Appendix B APM Forms Reference 162 ActionProgram Manager User Guide Label APM Projects Form Details IReselect Approval Button on the form Hidden unless the User Id has Approver permission the project status is Plan and an approval process has been selected Opens the Selection List of approval processes so a new selection may be made Add Contact Button on the form Opens the New ADM Contact Info form for adding a new contact Available to all users List Contact Button on the form Opens the Modify APM Contact Info form for viewing of modifying contact information Available to all users Execute Approval Button on the form Hidden unless the User Id has Approver permission When the project plan is ready for approval the project manager clicks this button to launch the approval process When all of the approval process tasks have been reviewed and approved the project status changes from Plan or Pending Approval to Approved and the Show Approval Tasks button is replaced with the Reselect Approval and Execute Project buttons Execute Project Button on the form Hidden unless the User Id has Approver permission This is one of the most critical steps in the life of the project After the plan is executed it sits in a dormant state where no changes are allowed until the project manager decides to execute the pla
3. Project Sponsor Stake Eengel 26 deed 26 Project Appr ver S i scssvisance stesiiessGzavecceestadssevshade cuspdadessduindensondededevesadenasniadasecoadsavens 27 Task Responsible EE 27 Task Responsible E 27 Assigned Worker EE 27 PROJECT SCHEDULE eeen o A E E E E S 28 ere Eeer Ea 28 Calculated Eegeregie 28 Schedule Orientation cccccccccccccccccsssecccecececsesssssececececsesesssseceeeseceeeesessaeeeeeeeesesesssseaeees 29 eebe eege Eege 20 Eeer 20 Task eene eegener 20 RRE 31 Task Constraints srann erea a EE E EAr E AEREE IETEN EES 31 Inter Project Dependencies gest ierte ed EEN 31 Interworkings of fields control the project schecdule 31 PROJECT PLANS CREATED eege 31 ACTIONPROGRAM MANAGER NAVIGATION 33 Using the APM Navigation EEN esccssccundein sslenesinsnvnprsacsitaadortandaiasalanetersamenagisamnicnays 33 Open the APM Navigation E 33 Using the AR System Menus eege 35 ACTIONPROGRAM MANAGER FORMS j cccccssecsessessssanconsavensoadcsusrasssonsdessisenenncnusdccdanstonent 36 EEN eegene ee E 38 APM TASKS FOVM bi scisecieciossderve Sass eege Ee 39 APM Task Dependency FOTN ucuna a ae 40 APM Approval EEN 41 PRI Time amp Expense CEET 42 APM SkillSets Fam 44 APM ResourCeLOcationS Form icccsccccccccccccsessnscceceeeeeeccsessececeeecesussesaeaeeeseeeensessensnaeees 45 APM GroupAssociations FOrm ss ugge eegen 46 APM Resources EE 47 APM EE eene 48 EN EE REENEN 49 Gantt CIA se Becta inoia a e E E EE a E aai 49 Resource EE 50 Pre
4. Label APM Projects Form Details APM Projects Form Buttons Search Button on the form Visible when form is in Search state Use to execute search for active projects Advanced Button on the form Visible when form is in Search state Use to reveal Boolean operators for executing complex searches dole viii lt gt lt gt uKe ano or not Search Criteria Ir O _Fields Save Button on the form Visible when form is in Modify state Use to save changes to project record Recalc Button on the form Enabled only for approved Plans Recalculates the Plan when changes have been made that affect project duration Refresh Button on the form Refreshes the active project record Select Approval Process Button on the form New APM Projects Opens the New Process Selection List Approving the plan is usually a multi step process where various managers and stake holders approve or reject the project plan before it starts The approval processes are defined by the APM Administrator Two approval processes Technical and Corporate are provided with each APM installation but you may define as many as you wish Show Approval Tasks Button on the form Available when the project status is Pending Approval Opens the Modify APM Approval Tasks form which allows mangers to approve or reject project plans
5. E APM ProjectPools amp Programs Modify iof x A APM ProjectPools amp Programs Pool00000000004 Modify Action Program Manager Project Pools amp Programs Fiav Frawan id Pool Program Name Category Priority Pooi00000000004 Erizona x Pool x Standard DI Pool Program Description Details Service Type Project Type as projects Ei D v Contact Name Phone Pool Program Manager Id Phone sl Add Contact alten E P TR Name Extension Responsible Organization Account x EI List Contact allen Crouder Pool Program Gantt Chart Add Project Remove Project i A OED Start pale i i D Active 8 4 2008 9 00 8 28 2008 6 e 450 3600 Active 8 4 2008 8 00 9 3 2008 5 i 0 Active 8 4 2008 8 00 9 8 2008 5 i Bu Proj00000000024 AZ 6 Active 8 4 2008 8 00 9 8 2008 5 00 i 0 313 700 51 450 3 600 Figure 47 APM Project Pools amp Programs Form 3 Enter a unique Pool Program Name 4 Complete the other fields as appropriate and click Save The field values are cleared and the Pool Program Gantt Chart Add Project and Remove Project buttons become enabled Close the form 5 Again in the Pools Programs tab click the Select Program button select your new Pool or Program from the list and click OK The Program and Program Mgr fields are populated with values from the pool or program you just created and the Show Program button appears on the tab 6 Click the Show Pr
6. Late Start and Finish Dates These are the latest dates that a task summary task or milestone can occur without delaying the finish date of the project ActionProgram Manager also tracks the Baseline Start and Finish dates as well as the Actual Start and Finish dates Schedule Orientation ActionProgram Manager allows the Project Manager to determine how a project will be scheduled by selecting the schedule orientation There are three selections Project Start Date The Project Start Date becomes the anchor date for the project and all elements of a project are scheduled to start as early as possible If selected as the orientation the Plan Start and Finish Dates equal the Early Start and Finish Dates Project Finish Date The Project Finish Date becomes the anchor for a project and all elements of a project are scheduled to finish as late as possible If selected as the orientation the Plan Start and Finish Dates equal the Late Start and Finish Dates Task Target Date When a task in the middle of the plan is the key task of the project it may be defined as a target task When the Schedule Orientation is set to Task Target Date this task date becomes the anchor for the project and all other elements of the project are oriented to this date It is used for planning scheduled and unscheduled asset outages The primary difference between these orientations is how the Plan Start Plan Finish and Task Target D
7. Click on the Select Predecessor button A window opens show all tasks and milestones i e those tasks that have an Identifier of task or milestone Dependencies are defined between tasks and milestones but not between summary tasks i e those tasks that have an Identifier of summary Select Sub task 2 and click on OK Note that Finish Start is the default Relationship type and zero is the default Delay Click on the Submit Dependency button View the Gantt Chart for This Project l 2 Close the APM Tasks form which brings you back to the APM Projects form Click on the Refresh button in the upper right hand corner of the form In the lower right hand corner of the APM Projects form note that the planned duration for this project is 7 days Click on the Gantt chart button on the middle left hand portion of the form This generates the Gantt chart Only one line for the project is shown Appendix D Creating a Multi Level Project Plan Without Using a Template 212 ActionProgram Manager User Guide 4 Click on the sign next to the project name Now you see the 3 summary tasks 5 Click on the plus sign next to Summary task 1 Now you see the sub tasks under Summary task 1 This concludes our tutorial example If you have additional questions please contact your PRI support consultant or the PRI help desk at 801 794 0614 Appendix D Creating a Multi Level Project Plan Witho
8. Automatically recorded when the task record status changes from Assigned to In Process Actual Finish Date System generated read only Data type Date Time Automatically recorded when the task record status changes from In Process to Completed APM Tasks Form Work Time Tab User System generated may be changed by user Data type Selection dropdown list Name of the worker who has entered time worked against the active task Date Worked Displays the most recent date and time that a worker recorded time against the active task Account Account number or charge code to which the cost of the task work time is charged Hours Finished System generated read only Hours of work time that have been completed IMPORTANT You must refresh the window close reopen to see the effects of entering work time Est Time Remaining System generated read only Amount of work time remaining before the active task is completed Group Association The Responsible Organization assigned to the active task Expense Ki Button on the form Opens the Expense Tracking form where users can record various types of project expenses Time Button on the form Opens the Time Tracking form where uses can record their time worked against the active task Button on the form Opens the Time amp Expense Tracking Timesheet where users can review and record their time and expenses a
9. System generated read only Data Type Integer Sum total of the project s entire baseline costs This field is set as part of the Baseline when a project is executed and cannot be modified Planned Costs Labor System generated read only Data Type Integer Sum of the project s planned costs Appendix B APM Forms Reference 185 ActionProgram Manager User Guide Planned Costs Expense System generated read only Data Type Integer Sum of the project s planned expense costs Planned Costs Capital System generated read only Data Type Integer Sum of the project s planned capital costs Planned Costs Total System generated read only Data Type Integer Sum of the project s total planned costs Actual Costs Labor System generated read only Data Type Integer Sum of the project s actual labor costs Actual Costs Expense System generated read only Data Type Integer Sum of the project s actual expense costs Actual Costs Capital System generated read only Data Type Integer Sum of the project s actual capital costs Actual Costs Total System generated read only Data Type Integer Sum of the project s actual total costs Appendix B APM Forms Reference 186 ActionProgram Manager User Guide APM Tasks Form Assigned Workers Tab Select Button on the form Opens the Selection List of available resou
10. e Location ID is generated automatically when you save the location Part Il Adding Resources to APM 58 Project Remedies Inc ActionProgram Manager e Enter a Location Code This is a unique code that will be used throughout APM e The default Status is Active e Enter the full name of the location in the Description field 3 When done click Save The new location is added to the locations selection list Selection List Los Angeles Los Angeles California San Francisco San Francisco CA Phoenix Phoenix AZ Oren UT Pittsburgh PA DI Cancel Figure 32 New Location Added to the Selection List Add an Organization An organization in APM is essentially a department within the enterprise 1 Inthe AR System window select File gt Open gt Object List or click Ctrl O to open the AR System Object list 2 Select APM GroupAssociations and click New The APM GroupAssociations form opens in New mode 3 Complete the form to add a new organization Part Il Adding Resources to APM 59 Project Remedies Inc ActionProgram Manager EB 4PM GroupAssociation Modify ioj x APM GroupAssociation Asso00000000008 Modify Action Program Manager GroupAssociation Grugplssaccivv Group Association Name _SetManager Asso00000000008 Documentation x Set Supervisor Location Security Group Status Poh x APM Workers el Active DI Average Rate 100 00 Effective From Date 11 6
11. e Schedule Notifications and Schedule Alerts are activated e Diary Entry The event is recorded with a date time stamp in the project details diary Understanding the Baseline Plan When the project plan is executed the Baseline plan is created The Baseline plan is the desired schedule for how the project should proceed Unlike plan dates which can be changed during the project if necessary the Baseline plan is fixed it does not change and cannot be modified Gantt Chart Create Task Create Milestone List Tasks Milestones Use a Template Project Info Costs Task Info Task Summary Record Info Documentation Pools Programs Time Unit Schedule Orientation Task Notifications Business Workday Tag Base Duration 26 00 Days Project Start Date hed Project Approval amp Assignment S l Company sl Labor Hr l 144 00 Project Plan Start Date Project Plan Finish Date Scope Changes Ee pala 8 4 2008 8 00 00 AM 58 2008 5 00 00 PM Bi D Planned Duration 2600 Actual Start Date Actual Finish Date Labor Hrs 144 00 10 12 2008 1 04 33 PM DW Bi Cost 52150 Project Base Start Date Project Base Finish Date Actual Labor Hrs 0 00 8 4 2008 8 00 00 AM B 9 8 2008 5 00 00 PM gj Cost fo Figure 55 Project Baseline The Baseline plan provides a valuable tool for comparing actual progress against the desired plan During the working phase a Baseline plan can be used with the planned and actual date to help keep the pr
12. 120liver Perkins 14Gary Harris 16Helen Ivers 18Mary Richards 20Fred Lewis 22Kyle Levinson 24Lynette Mason Figure 83 Alter Chart Data Dialog RES EA EA EA EA EE A A ee 5 Use this dialog to change the type of data you wish to view Make your changes and click the Show This Subset button The chart refreshes and displays the new data set Part VIII Managing Besouges A ActionProgram Manager User Guide Appendix A Charts amp Reports This section contains examples of all of the charts and reports available in APM Gantt Chart Resource Management Chart Project Summary Report Manager Cost Report Project Details Report All Complete Report All In Process Report Group Task Assignment Report User Task Report Worktime Report Snapshot Report Should Have Started Report Should Have Finished Report Project Variance Report Worker Weekly Time Report Project Time Report Sick Vacation Time Used Report Close Out Time Report Appendix A Charts amp Reports 142 ActionProgram Manager User Guide Gantt Chart Gami Resource Charts wich foAesources Gather Requirements and Design Sii Sh imk 2 SH tax 3 E vn Develop and Test SH tek 11 Sub tok 12 SH tak 13 Implement in Test Environment 8 Sdi Su tek 22 SS SH tak 23 implement in Production Emnironn SH tek KEIER 8 Stax 33 0 Cris Caty I petz
13. 12501 8 00 0AM 12301 8 04 48AM 12701 5 00 00PM 121001 SAM 121701 8 00 0AM 6 0 20 12401 5 00 00PM 12301 8 06 31AM 12701 5 00 00PM 12701 5 00 00PM 12 14 01 5 00 00PM 12 21 01 5 00 00PM 1 37 Finwe Fiame Fiame Fiame Fame Mary Richards Mary Richards Mary Richards Mary Richards Mary Richards 153 ActionProgram Manager User Guide Worker Weekly Time Report ig Report Preview FSI Time Tracking fsihqmkt2 zl an py rif Baal fox z Toa mp Go Worker Weekly Time Report Worker allen Date from 12 902 Department Research and Development Date to 12 1302 MoveFC MovePhore Bear 1 Execute Implementation Checklist MoveFC Move Pore Bear 1 Execute Implementation Checklist Move My Office MovePC Testing Gigal Execute Engineering Checklist Development Giga 1 Execute Engineering Checklist Bear 1 Execute Implementation Checklist Development Vacation Tire Bear 1 Execute Implementation Checklist Development 121302 10 00 10 0 Total 60 Dm 6 50 Appendix A Charts amp Reports 154 ActionProgram Manager User Guide Project Time Report f Report Preview FSI Time Tracking fsihqmkt2 KEN 1of1 HPE Sje fo zl ran 100 3of9 Project Time Report Proj00000000111 Date from 12 302 Bear 1 Date to 12 1802 Task Name Group Hame Department Person Date Reg Hours OT Hours Total Hours SE Execute Engineering Checklist Research ani Development R
14. Finish Stat e 0 Days Se Cancel Dependency Dependent Task Name Dependent Id Display Sub task 11 PS Task000000003 Select Dependent Created By Saale Date Fine Jalen Joen zszean Last Madhtied Be Abies D s Jallen Jlaeomuzszean Figure 45 APM Task Dependency Form Part IIl Planning a Project 85 Project Remedies Inc ActionProgram Manager 3 The Status field is set to the default Valid indicating that the dependency is in effect When you cancel a dependency this field automatically changes to Invalid You can also set this field to Invalid while you are creating tasks and dependency relationships to hide them from the plan as you work You can also change the dependency Status field to Invalid to help you troubleshoot your project Turn off the dependency and click the Recalc button on the APM Projects form record and repeat as necessary to track down a problem by eliminating the possible effects of dependencies 4 Click Save to save your changes Close the form to return to the task record Create Inter project Dependencies In ActionProgram Manager dependency relationships can also be created between projects by performing the following steps When inter project dependencies exist the Gantt char of any project within that dependency will show all of the projects associated together and can become quite a large group 1 Open the Task record of the dependent task or sec
15. Matching Task Name Identifier WBS 1 1 Sub task 1 Task Gather Requirements and Design Sub task 2 Gather Requirements and Design Sub task 3 Task 1 3 Gather Requirements and Design Sub task 11 Task 2 1 Develop and Test Sub task 12 Task 2 2 Develop and Test Sub task 13 Task 2 3 Develop and Test Sub task 21 Task 3 1 Imolement in Test Environment Figure 5 Work Breakdown Structure Tasks There are two types of tasks in ActionProgram Manager Task A single and complete unit of work A task can be stand alone or grouped as a sub task of a summary task Sub tasks are sometimes referred to as child tasks Tasks at the top level Level 1 are directly under the project record Tasks at any other level are sub tasks APM supports as many levels of sub tasks as you need Summary Task Sometimes an activity in a project is comprised of more than one task The summary task is used to summarize or group these tasks together within the larger project Sometimes also referred to as a parent task no actual work is performed or logged against a summary task Summary tasks can be at any level in a project Tasks can be moved to any Summary level by using the down arrow to the right of the Summary Task field Moving a task in this way automatically regenerates the WBS of the task as well ActionProgram Manger allows an unlimited number of tasks summary tasks and milestones to be added to a project using the APM Tasks form F
16. Part I Overview 47 Project Remedies Inc ActionProgram Manager APM Form Quick Lookup This section provides a quick lookup reference for the most common APM forms and for the APM Navigation form options that open them They are listed below in alphabetical order by form name For more complete information about the APM forms please see Appendix B APM Forms Reference APM FORM TO OPEN APM Approval Tasks APM Navigation gt Approve APM Projects To open a New APM Projects form APM Navigation gt New Project gt Active To open an existing APM Projects form APM Navigation gt Update Project gt Active Project To search for an active project APM Navigation gt Query Active The APM Projects form opens in Search mode APM Risk Management Inter APM Tasks form gt Dependency Tab gt Project Dependency Create IPD or Modify IPD to open existing inter project dependency APM Tasks There are two main ways to open a task record A APM Projects form gt Task Info tab gt Double click on a task to open it in the APM Tasks form B APM Projects form gt List Tasks Milestones button gt Select List Entire Project APM Task Dependency APM Tasks form gt Dependency tab gt List Dependencies Or click on List Dependencies on the Toolbar Ei PRI Approve Time amp Expense APM Navigation gt Time Entry gt Approve T amp E Tracking Part
17. Testing Verified configuration Development Total Grand Total Reg Hours 8 00 3 00 1 00 0 00 1 00 1 00 2 00 1 00 1 00 1 00 1 00 2 00 1 00 28 00 28 00 Overtime 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total Hours 8 00 3 00 1 00 0 00 1 00 1 00 2 00 1 00 1 00 1 00 1 00 2 00 1 00 28 00 28 00 157 ActionProgram Manager User Guide Appendix B APM Forms Reference Tasks are performed in ActionProgram Manager using a number of different forms which are available depending on the project s status and the user s permission levels The AR System administrator determines which forms and fields available to users by Role For example an Assigned Worker may be able to view project tasks log time against a task or even submit a change request but only the Project Manager may create a new task This section describes the main forms and fields specific to ActionProgram Manager that are available to most users Some fields in are common to any AR System form and are not covered by this manual For more information about standard items or common definitions of AR system see the AR System User s Guide and or Administrator s Guide for the Action Request System For more information about permission and access for Users contact the AR System administrator APM Projects Form Used to create and modify a project record APM Tasks Form Used to create and modify task summary t
18. b task 2 Task00000000081 b task 2 Task00000000321 Sub task 2 5 TaskO0000000058 Sub task 2 5 Task00000000335 Figure 64 Available Project Records 5 Highlight the project task you want and click Select The dialog box closes and the Task ID and Task Name fields in the PRI Time by Week by User form are filled in automatically E PRI Time By Week By User pri dell 2 x Request Type APM Tasks E Task ID T ask00000000304 Task Name Sub task 1 6 Click Save The form closes The project task is added to the Timesheet and you can record your hours for it 7 To record your work time double click on a project record in the Timesheet The time tracking form opens displaying the hours for the current week PRI Time amp Expense Tracking pri dell 2 SUN MON TUE WED THU FRI SAT Task Name Sub task 1 Reg OT Reg OT Reg OT Reg OT Reg OT Reg OT Reg OT Task ID 4 0 3 00 Joan Joo fono Joo Joo ooo Joo ooo om foo fooo Jam Task00000000304 C Figure 65 PRI Time amp Expense Tracking Timesheet Record Detail Part V Working a Project 115 Project Remedies Inc ActionProgram Manager 8 Enter your hours Regular and Overtime and click Save The form closes and the work time is added to the task record Refresh the Timesheet display if needed to see your entry Record Your Expenses 1 In the Timesheet click the large dollar sign to switch from time entry to expense entr
19. 31 74 task name 73 task notes 107 Task Notifications 69 Task Record 21 22 75 120 Task Responsible Organization Reassigning 107 Task Responsible Party 27 default 27 task schedules viewing 102 task status 105 Task Status 22 task status Complete 111 Task Type 20 tasks Index adding 71 assigning resources 214 assigning resources to 76 critical path 90 modifying 95 template 71 224 templates 68 Templates 24 time and expense tracking 112 time and expenses approving 121 viewing 121 Time Tracking Form opening 184 Time Unit 68 timesheet 113 toolbar 79 tutorial creating a project plan 208 Use a Template 68 User Form 62 viewing Gantt charts 212 viewing resources 139 WBS 19 20 73 defined 224 Web Charting 64 Work Breakdown Structure 19 work time entering 112 Work Time 100 106 112 Entry 1 8 project closed 124 Worker Assignments Form opening 187 working phase starting 102 Working Phase 98 100 112 230 ActionProgram Manager User Guide Index 231
20. 74 Responsible Organization Task 27 Review phase 18 Risk 68 role 10 Roles 26 Assigned Worker 27 Project Approver 27 Project Manager 26 Sponsor 26 Task Responsible Organization 27 Task Responsible Party 27 saving a new project 69 schedule re planning 28 Schedule Actual 28 Index Baseline 28 Critical Path 30 31 Plan 28 Project 100 Task 102 3 Work amp Holiday 21 Schedule Orientation 29 68 69 schedules task 102 scope changes 94 109 Search Advanced 162 Security Group 60 select an approval process 67 selection lists 738 Show RM Chart 76 skill adding 56 Skill Code 57 skills adding 56 updating 61 slack 75 defined 203 223 Slack 21 30 SNET 73 Sponsor 26 Start Finish 23 Start Start 23 status dependency 96 Status Project 22 Task 25 100 sub milestones creating 82 Sub Task 20 sub tasks adding 210 Sub Tasks creating 79 summary task 79 defining the first 208 defining the second 209 defining the third 209 Summary Task 20 229 ActionProgram Manager User Guide Summary Tasks creating 79 Target Date 29 target task 29 69 defined 223 Target Task 73 target tasks 73 task attachments 109 completing 111 opening 78 saving 75 schedule 76 task assignment accepting 103 task assignment notification 103 task constraints 31 task dependencies 30 task details 109 Task Details 25 Task Details Field 110 task duration
21. 90 Diary 25 diary entry 100 duration defined 222 task 74 Duration 74 milestone 82 Early Dates 29 early finish date 204 early start date 204 entering project information 66 entering work time 112 226 ActionProgram Manager User Guide execute a project plan defined 222 Execute Approval 92 Execute Project 163 executing approval process 91 executing a project plan 98 executing XE executing approval process the project plan 91 Expense Tracking Form opening 184 expenses entering non task entries 120 recording 113 exporting report data 136 Finish Finish 23 Finish Start 23 FNET 73 FNLT 73 Forms APM Task Dependency 188 APM Tasks 20 21 75 Approval Tasks 19 Projects 66 Tasks 718 Gantt Chart 49 50 70 Gantt charts viewing 212 Gantt Charts 49 group defined 222 hours recording 113 hours entering non task time 120 entering work time 118 inter project dependencies 31 198 creating 86 Inter Project Dependencies 23 ITIL 24 Labor Hrs 74 Late Dates 29 late finish date 205 late start date 205 Location Code 59 locations Index adding 56 58 updating 61 Main Menu 34 managing resources 139 MEO 73 milestone completing 111 Milestone 23 create 81 milestones defining 81 modifying 95 modifying dependencies 95 milestones 95 tasks 95 MSO 73 My Last Submitted Project 70 My Last Task 79 new project creating 65 208 notifications 112 Notifica
22. Data Type Character Name of the Pool or Program Program Mgr System generated Data Type Character ID of the Pool or Program Manager Appendix B APM Forms Reference 174 ActionProgram Manager User Guide APM Tasks Form Use the APM Tasks form to create modify and review task records including summary tasks and milestones j Requirements Analysis amp Design Prepare ARP d Requirements Analysis amp Design Technical Review amp Sign Off i Requirements Analysis amp Design Publish ARP d Reauirements Analysis amp Desian Documenting Application Change Procedures IS el EI s Customer to define and document procedures for application A changes during development and in the test environment Standard Workwi 7 be a A e wf Reseach andDevebone Figure 88 APM Tasks Form APM Tasks Toolbar f Remedy User APM Tasks Modify File Edit View Tools Actions Task Actions TaskReports Window Help dai 217 alal giel Waisl sel Figure 89 AR System and APM Task Record Toolbar The first buttons on the toolbar belong to Remedy The APM Task Toolbar buttons are described below Appendix B APM Forms Reference 175 ActionProgram Manager User Guide Label APM Tasks Form Toolbar Details APM Tasks Form Toolbar Buttons Reports AR System Button on toolbar Opens the APM Projects Report Styles form D J P y What s This AR System Button on toolbar k Click this
23. FIGURE 62 TIME amp EXPENSE TRACKING TIMESHEET FIGURE 63 PRI TIME BY WEEK BY USER FIGURE 64 AVAILABLE PROJECT RECORDS FIGURE 65 PRI TIME amp EXPENSE TRACKING TIMESHEET RECORD DETAIL FIGURE 66 PRI TIME amp EXPENSE TRACKING EXPENSE SHEET FIGURE 67 PRI EXPENSES BY WEEK BY USER FIGURE 68 PRI TIME A EXPENSE TRACKING EXPENSE SHEET RECORD DETAIL FIGURE 69 WORK TIME TAB FIGURE 70 PRI TIME TRACKING FORM FIGURE 71 PRI EXPENSE TRACKING FORM FIGURE 72 PRI TIME TRACKING FORM FIGURE 73 PRI APPROVE T amp E TIME APPROVAL FORM FIGURE 74 PRI APPROVE T amp E EXPENSE APPROVAL FIGURE 75 GANTT CHART OF A PROJECT IN PROCESS FIGURE 76 APM NAVIGATION gt REPORTS FIGURE 77 REPORT EXPORT ICON FIGURE 78 LIST ALL TASKS MILESTONES SELECTION LIST FIGURE 79 LIST ENTIRE PROJECT List of Figures 72 74 75 79 80 81 84 85 87 89 91 92 92 96 97 98 99 100 103 104 106 108 109 110 114 114 115 115 116 116 117 118 118 119 121 122 122 128 129 136 138 138 Xi Project Remedies Inc ActionProgram Manager FIGURE 80 ACTIVE PROJECT REPORT DIALOG FIGURE 81 RESOURCE MANAGEMENT CHART FIGURE 82 MOUSE OVER A RESOURCE TO VIEW DETAILS FIGURE 83 ALTER CHART DATA DIALOG FIGURE 84 GANTT CHART FIGURE 85 GANTT CHART CONDENSED FIGURE 86 NEW APM PROJECTS FORM FIGURE 87 AR SYSTEM AND APM PROJECT RECORD TOOLBAR FIGURE 88 APM TASKS FORM FIGURE 89 AR SYSTEM
24. If No is selected then the user can install the software locally and then place the path to this software into the field Client Executable Path Make sure the path ends with a slash See Figure 78 for sample APM Resource form NOTE The Gantt Chart button is not available until a task or milestone record has been created for the project To open a gantt chart from the APM Navigation form follow these steps 1 From the APM Navigation form select Charts gt Gantt The APM Dialog Boxes form opens 7 Select a Project Name from the selection dropdown list and click Execute The Gantt chart for that project opens Figure 75 n 9 Click on the icons to expand sections of the project or them to collapse Part VII Viewing a Project 127 Project Remedies Inc ActionProgram Manager amp P Actnventory EA Gami Rerource Charts Swach To Bescuee Gather Requirements and Design SH text Sh tek 2 8 SH tax 3 m Develop and Test SH taki Swink 12 SH tak 13 e implemen in Test Eeraroeenent SH tak Sh tok 22 LOY Cre Coty D Phaps DH tax 23 e implement in Production Emironn SHtak J SH ink 32 So tax 33 GarttProject Ong 1 11 1 I Tasks 117 Figure 75 Gantt Chart of a Project In Process Comparative Gantt Chart The Gantt chart graphically compares the plan and or actual project data with the Baseline plan
25. If you make changes that affect the planned duration you need to refresh your screen in order to see your changes Planned Labor Hours System generated read only Data Type Integer Sum of all planned labor hours for the project s tasks in the Planned Labor Hours field on the APM Tasks form This represents total number of planned labor hours needed to complete the project It is always calculated in hour time units Planned cost System generated read only Data Type Integer Sum of planned cost for the project s tasks It is derived from the Planned Labor Hours field on the APM Tasks form and the defined hourly rates which are determined by the Group cost Actual Labor Hrs System generated read only Data type Integer Sum of all work time logged for the project s tasks in the Hours Worked field on the APM Tasks and APM TechTime forms Actual Cost System generated read only Data type Integer Sum of the objects tasks in the Hours Worked field on the APM Tasks and APM TechTime forms Appendix B APM Forms Reference 170 ActionProgram Manager User Guide Label APM Projects Form Details APM Projects Form Costs Tab Baseline Costs Labor System generated read only Data Type Integer Sum of the project s baseline labor costs This field is set as part of the Baseline when a project is executed and cannot be modified Baseline Costs Expens
26. Loca Ji Active aa Description J Figure 23 APM ResourceLocations Form Part Overview 45 Project Remedies Inc ActionProgram Manager APM GroupAssociations Form The APM GroupAssociations form is the form in which the organizations or departments are added and maintained APM GroupAssociation New APM GroupAssociation New Figure 24 APM GroupAssociations Form Part Overview 46 Project Remedies Inc ActionProgram Manager APM Resources Form The APM Resources Form is the form in which the individual resources people are added and maintained within APM B APM Resources New APM Resources New Action Program Manager Resources i T Gass Name Use Select User below Rate Resource Type aha ne User Req Appr iste 100 00 Employee zl zl No x Title Phone Extension Consulting Organization Dept OT Req Appr ee ee eee ee Assigned Skills Assigned Location Overtime Factor Exp Hours x x fo o oo zH Login Last Name First Name Effective From Date ll O Assgn Org ID Assg Org Name Assignable Daily Hours Effective To Date Select Assan Org Jean zI __ Assignments Client Executable Path S Web Charting No gt Task ID Skil RequfHous p Resource Management Displays CT l is a Kalb sl From stimestaMPs Ka Project ID fa z _Stow Ai chat_ Figure 25 APM Resources Form
27. Overview 48 Project Remedies Inc ActionProgram Manager APM FORM TO OPEN Time amp Expense Tracking APM Navigation gt Timesheet timesheet Charts APM Navigation gt Charts Reports APM Navigation gt Reports Charts and Reports ActionProgram Manager includes Gantt charts and pre defined reports for planning managing and evaluating single and multiple projects Pre defined reports provide hard copy detail set forth in the various task and milestone records Gantt Charts ActionProgram Manager features integrated Gantt charting to provide a graphic presentation of the project as it is being planned Figure 26 and worked This charting can be accessed through the original project record or any task record in the project Gantt charts are available during the planning working and reviewing phases of a project However the data used to build the chart will vary in each phase A Gantt chart generated in the planning phase utilizes the Plan Dates of the proposed project and its tasks During the working phase the chart truly reflects the progress of the project at the time It uses a combination of plan and actual dates since some of the tasks will have already started even possibly finished Based on the date the Gantt chart is created it will use Actual dates for tasks with a status of Completed Those tasks with a status of Hold or Assigned will be displayed based on the Plan Dates
28. Schedule is used to trigger task work status changes notifications and alerts Also the schedule can be re planned during both the planning and working phases Baseline Schedule The Baseline Schedule is created at the time a project is approved It is a snapshot of the Plan Schedule and is the target schedule the project is intended to achieve The Baseline schedule is the project plan used for comparison in variance reports and charts It is captured once and cannot be modified Actual Schedule This schedule reflects what has actually occurred during the working phase of a project The Actual Schedule with the Baseline Schedule is used for comparison in variance reports and charts These dates are captured once as they occur and cannot be modified Calculated Dates ActionProgram Manager calculates three sets of dates for every task summary task and milestone in a project These calculations are based upon the project Part I Overview 28 Project Remedies Inc ActionProgram Manager schedule orientation task duration level and dependency relationships The three date sets are Plan Start and Finish Dates These are the desired or target start and finish dates for a task summary task or milestone in a project Early Start and Finish Dates These are the earliest dates that a task summary task or milestone can occur beginning no earlier than the start date of the project
29. The fields in the Inter project Selection area of the form will change according to which Dependency you select 6 Inthe Dependency Type field select one of the four dependency types from the list The default value for this field is Finish Start 7 Inthe Delay Units field select Hours or Days 8 Inthe Delay field you may specify a delay in the dependency relationship This is entered as a whole or decimal number 0 00 in the units selected and Part IIl Planning a Project 87 Project Remedies Inc ActionProgram Manager can be either positive or negative If no delay is specified APM will use a default delay of zero 9 Complete the fields in the Inter project Selection area 10 When you are done click Save and close the form Grouping Projects into Pools amp Programs ActionProgram Manager provides a way to group projects together into Pools or Programs for the purposes of comparison reporting and tracking When Pools or Programs are defined the Gantt chart of all projects within that group can be show by using the Pool Program Gantt Chart buttons associated with Program or Pool records Create Pools amp Programs 1 Open the Project record of the first project you want to include and go to the Pools Programs tab 2 Click the Create Program button The NEW APM Project Pools amp Programs form opens Part IIl Planning a Project 88 Project Remedies Inc ActionProgram Manager
30. Updating Skills Locations and Organizations If you need to make changes to the enterprise resources open the forms described above and locate the record you need to update To edit the record open the form make the necessary changes and click Save To exclude the record from the selection lists change the Status field to Inactive and click Save to save your changes Adding a New Person to APM In APM resources are individual people Once you have added skills locations and organizations you can add the resources people to APM Each person is associated with a skill location and organization Adding people to APM is a two step process First the person must be set up in the Remedy User form This is an AR System Administrator function Second the person must be added to APM using the APM Resources form Add the New Resource to the Remedy User Form Complete this step if you can t locate the person in APM The quickest way to find out is to open the APM Resources form in Search mode click Search and review the results If you don t see them then complete the steps below 1 Inthe AR System window select File gt Open gt Object List or click Ctrl O to open the AR System Object list Part Il Adding Resources to APM 61 Project Remedies Inc ActionProgram Manager 2 Select the User form and click New The Remedy AR System User form opens in New mode Complete the required fiel
31. amp Expenses ActionProgram Manager logs and tracks work time and expenses against a task record This work time is then rolled up to Summary Tasks and ultimately for the entire project Each task is assigned to a specific person however multiple people may actually work on the task ActionProgram Manager enables each worker s time to be logged and tracked for a task regardless of who is the assigned worker During the planning phase ActionProgram Manager has the option to estimate the work time required for each task If used APM will automatically compare the hours being logged against the planned hours for a task If the logged work hours exceed the planned hours a notification is automatically sent to the project manager Entering work and non work time and expenses in APM is very convenient You can reach the time and expense sheets from several options on the APM Navigation form and also from buttons on the Work Time tab in a Task record Open Time and Expense Sheets From the APM Navigation Form The quickest ways to reach the time and expense forms is through the buttons on the APM Navigation form To open the Time amp Expense Tracking form select Time Entry gt Timesheet The Time amp Expense Tracking form opens Continue with the instructions in the Record Your Work Time and Record Your Expenses sections below Part V Working a Project 112 Project Remedies Inc ActionProgram Manager To op
32. as well as the ability to define your own custom templates Breaking down a project into milestones tasks and sub tasks can be a challenge The APM templates will let you focus your attention on your project instead of spending precious time and energy reinventing the project management methodology wheel each time Auto Calculates the Project Schedule APM automatically calculates the project schedule including the calendar duration and the early and late start and finish dates of each task A project can be created based on a start or finish date by selecting the schedule orientation Specific dates and duration may be manually entered for a task If unknown APM will automatically calculate the schedule using default values that can later be modified if needed Using APM a project plan could even be created without ever entering a date or duration Projects can be planned in time units of hours or days Time amp Expense Planning and Tracking APM enables the planning and tracking of the hours required for implementing each task in a project as well as the expenses Planning entries are captured in the Baseline plan upon project execution One or more users can log actual work time against specific tasks Work time and expenses are totaled for tasks and the entire project Time and expenses against help desk tasks or change tasks can be entered using APM and the same universal timesheet that is used to enter time and expenses agains
33. business workday orientation from the list 9 The Project Plan Start Date field may be entered manually if the selection made in the Schedule Orientation field is Project Start Date If no entry is made APM will automatically set the current date and time in this field The Project Plan Start Date field is grayed out and no entry can be made if the Schedule Orientation field is set to Project Finish Date APM will automatically set the current date and time in this field 10 The Project Plan Finish Date field may be entered manually if Project Finish Date is the selection made in the Schedule Orientation field If no date is entered APM will automatically calculate and set a date and time in this field No Date may be entered in the Project Plan Finish Date field if the Schedule Orientation field is set to Project Start Date APM will automatically calculate and set the date and time for this field Save theNew Project Record Before saving a project review the field entries for accuracy 1 To save the project click the Save button in the upper right corner of the form The following changes occur to the project record e The Project Id field now contains a project record number e The Project Manager Id Project Manage Project Manager Phone and Extension fields have been set and cannot be modified e The Project Plan Start Date and Project Plan Finish Date fields contain the same date and time stamp because there are no tasks i
34. dependency relationships are created APM will generate an error message so that it can be corrected in the project plan There are four types of dependency relationships Finish Start The dependent task cannot start until the predecessor finishes This is the most commonly used dependency relationship Start Start The dependent task cannot start until the predecessor Starts Start Finish The dependent task cannot finish until the predecessor Starts Finish Finish The dependent task cannot finish until the predecessor finishes A delay can also be defined as part of a dependency relationship in effect placing a time gap or overlap between the two tasks Delays can be either positive or negative For example Task A and Task B have a Finish Start dependency with a 2 day delay This means Task B is scheduled to begin working 2 days after Task A finishes If the delay was 2 days then Task B is scheduled to begin working 2 days before Task A is scheduled to finish Inter Project Dependencies Sixteen types of Inter Project dependency relationships can also be defined The same 4 types above can be used between the following Part I Overview 23 Project Remedies Inc ActionProgram Manager Project 1 to Project 2 Task in Project 1 to Project 2 Project 1 to Task in Project 2 Task in Project 1 to Task in Project 2 Templates Templates promote quick project plan development and best pr
35. planning phase Assigned The task has been assigned for work and is ready to be worked This status is set automatically by ActionProgram Manager based upon the project schedule and dependency relationships Milestones do not have this status In Process The task is active and being worked This status is manually set by the Assigned Worker or the Task Responsible Party to indicate that responsibility for the task has been accepted Milestones do not have this status Complete The task is complete and all related work finished For milestones this status is automatically set by APM when all its predecessor tasks are completed Cancelled The task is cancelled clear Clears the field 2 Click the Save button on the form to submit the status change Part V Working a Project 105 Project Remedies Inc ActionProgram Manager E APM Tasks Modify ER APM Tasks Matching a Jee TT Me Tee 1 e Sub task 3 1 Gather Requirements and Design 8 18 2008 8 8 19 2008 5 Develop and Test Summary 2 Hold 8 20 2008 8 8 28 2008 5 ASAP AZG Sub task 11 Task 21 Develop and Test Hold 8 20 2008 8 8 22 2008 5 ASAP Ed Sub task 12 2 2 Develop and Test 8 25 2008 8 8 25 2008 5 APM Tasks Task00000000304 Modify Action Program Manager Tasks Project Info Select Pioject Project 1d Projoo000000024 Project Name AZ 6 E Rework Task Process Display Pro
36. 00 Days 7 Project Start Date zl Project Approval amp Assignment zl Company sl Labor Hr fi 44 00 Project Plan Start Date Project Plan Finish Date Scope Changes Sr E a 87472008 8 00 00 AM E 57872008 5 00 00 PM Bi w Planned Duration 26 00 Actual Start Date Actual Finish Date Labor Hrs fi 44 00 l 10 12 2008 1 04 33 PM Bj J Cost 52150 Project Base Start Date Project Base Finish Date Actual Labor Hrs 0 00 87472008 8 00 00 AM 78 2008 5 00 00 PM E F Figure 54 Project In Process A number of important changes occur to the project record at this moment e Project Status Changes from the approval phase to the working phase by changing the project record status from Approved to In Process Part IV Approving a Project 99 Project Remedies Inc ActionProgram Manager e Baseline Plan Save the active project plan as the Baseline plan Comparative Gantt charts and reports can now be utilized A Baseline plan is captured and the Baseline button on the Projects and Tasks form becomes active The fields are automatically set with the Baseline plan information these fields cannot be modified The Comparative Gantt chart can now be viewed e Task Status Based on the start date the first tasks of the project are changed from a status of Hold to Assigned The Assigned Worker can accept the task and work can begin e Work Time Tasks may begin to become active and work time can be logged against active tasks
37. 124 adding tasks to 112 analyzing 124 creating 100 Baseline Plan 163 creating 98 Baseline Schedule 28 Business Workday Tag 69 Calculated Dates 28 cancel a dependency 188 canceling a dependency 85 change log 109 change requests 95 changing a dependency 85 charts 142 actual start date 106 Client Executable Path 64 Completed project 18 completing tasks and milestones 111 Constraint Dates 206 constraints defined 221 Constraints 73 contact information 67 Create Milestone 70 Create Task 70 creating interproject depencencies 86 sub milestones 82 creating a new project 65 creating a project plan 208 creating dependency relationships 83 creating milestones 81 creating sub milestones 82 critical path defined 221 determining 90 tasks 90 Critical Path 21 30 31 137 Critical Path Method overview 202 Critical Path Method Scheduling 207 Index critical path tasks 203 206 CSV files 136 customizing project categories 66 cut date defined 222 Delay 23 87 dependencies Finish Finish 83 Start Finish 83 Start Start 83 dependencies 83 canceling 85 creating 83 Finish Start 83 inter project 31 modifying 85 95 status 96 task 30 viewing 85 dependency cancel 188 dependency relationships creating 83 defined 222 modifying pending approval 95 Dependency Relationships 20 23 Types 87 dependent task 83 Dependent Task 23 Details task 76 determining the critical path
38. 22 Task 3 2 Implement in Test Environment Hold 9 2 2008 5 0 ASAP AC Sub task 23 Task 33 Implement in Test Environment Hold 0 9 3 2008 5 0 ASAP AE Implement in Production Summary 4 Hold 9 8 2008 ASAP aZB Sub task 31 Task EN Implement in Production Environment Hold 9 4 2008 ASAP Z6 Sub task 32 Task 42 Implement in Production Environment Hold 9 5 2008 5 0 ASAP AZG Sub task 33 Task 43 Implement in Production Environment Hold 9 8 2008 8 0 9 8 2008 5 0 ASAP AZG gt Figure 79 List Entire Project TIP Any individual record can be opened by selecting it and double clicking with the mouse Or select Query gt Modify Individual or Ctrl M Part VII Viewing a Project 138 ActionProgram Manager User Guide Part VIII Managing Resources Keeping track of project resources is a major task for management APM makes it easier by putting this information at your fingertips with a set of easy to use resource charts View Resources 1 From the APM Navigation form select Charts gt Resources gt Active Project The APM Resources dialog box opens APM Resources pri dell 2 Ed Resource Management Displays Organization Skill Resource Location mmm E E a ect ID x Show RM Chart Figure 80 Active Project Report Dialog 2 Select the resource parameters from the report dialog and click Show RM Chart The APM Inventory form opens displaying all resources in the system in the Resource
39. 3 summary tasks and sub tasks under each summary task Briefly first create the summary tasks from the APM Project form Once they are created create sub tasks under each summary task using the APM Tasks form Dependencies are defined on the APM Tasks form Create a New Project Record 1 From the Navigation form click on the New Project button Then click on the Active button The APM Projects from will open 2 Enter at least the required parameters Project Name Description Account Select an Approval Process Project Manager ID Responsible Organization Please enter next Monday as a planned start date If you do not enter a project plan start date APM defaults to the current date and time 3 Click Save The project record is created Define the First Summary Task 1 Click on the Create Task button on the APM Projects form The APM Tasks form opens 2 Enter at least the required parameters Appendix D Creating a Multi Level Project Plan Without Using a Template 208 ActionProgram Manager User Guide e Task Name Please name this task Summary task 1 e Responsible Person e If you do not enter a Planned Duration APM defaults to 1 day 3 Change the Identifier from Task which is the default to Summary Click on the down arrow next to the WBS field The number 1 will appear in the field Click Save This saves the record closes the APM Tasks form and takes you back to the APM Projects r
40. 47 50 00 76 47 76 47 33 33 76 47 50 00 31 25 76 47 Assigned Ki 625 1 625 0 00 2 12 50 625 1 625 0 00 2 12 50 000 3 17 65 11 76 1 588 0 00 2 11 76 11 76 1 588 25 00 0 0 00 588 211 76 0 00 2 11 76 33 33 0 0 00 11 76 1 588 625 1 625 625 1 625 11 76 1 588 10 15 2008 147 In Process Complete Dn 5 31 25 D 0 00 1 625 D Don 1 5 88 1 5 88 D 0 00 1 588 1 25 00 1 588 2 11 76 1 33 33 1 588 6 37 50 9 56 25 1 588 Page 1 of 1 ActionProgram Manager User Guide Group Task Assignment Report Group Task Assignment Report Information as of 10 15 200 Group Association Network Operations Responsible Project g Plan Time Actual Start Actual Finish Party Project Name Status Task Name Task Status Plan Start Date Plan Finish Date Duration Units Date Date Phn old Days Aaron Baker Allen s Test 5 Task 1 H H 200 0 00 3 27 2008 9 00 00 3 27 2008 6 00 00 1 00 Aaron Baker Allen s Test 5 Phan Tech Hold N 1 00 0 00 3 27 2008 9 00 00 3 28 2008 6 00 00 200 Days Aaron Baker Allen s Test 5 Phan Task 3 Hold Y non 0 00 3727 2008 9 00 00 3 31 2008 6 00 00 3 00 Days Aaron Baker Allen s Test 6 Phn Task 1 Hold N 1 00 0 00 3 27 2008 9 00 00 3 27 2008 6 00 001 1 00 Days Aaron Baker Allen s Test 6 Pan Tea Hold Y 0 00 0 00 3 27 2008 9 00 00 3 28 2008 6 00 00 2 00 Days Aaron Baker ocTol Phan Summarytask 1 Hold Y non 0 00 10 13 2008 8 00 0C 10 15 2008 5 00 00 3 00 Days Aaron Baker o
41. AND APM TASK RECORD TOOLBAR FIGURE 90 APM TASKDEPENDENCY FORM FIGURE 91 APM RESOURCES FORM FIGURE 92 APM APPROVAL TASKS FORM FIGURE 93 PRI EXPENSE TRACKING FORM FIGURE 94 PRI TIME TRACKING FORM FIGURE 95 PRI TIME TRACKING FIGURE 96 TIME TRACKING DETAIL FIGURE 97 PRI TIME amp EXPENSE TRACKING FIGURE 98 EXPENSE TRACKING DETAIL FIGURE 99 PRI APPROVE T amp E TIME APPROVAL FIGURE 100 PRI APPROVE T amp E EXPENSE APPROVAL FIGURE 101 APM PROJECTPOOLS amp PROGRAMS FIGURE 102 APM RISK MANAGEMENT INTER PROJECT DEPENDENCIES FORM FIGURE 103 APM SKILLSETS FORM FIGURE 104 APM RESOURCELOCATIONS FORM FIGURE 105 APM GROUPASSOCIATIONS FORM FIGURE 106 APM RESOURCES FORM List of Figures 139 140 140 141 143 143 160 160 175 175 188 190 191 192 192 193 193 194 195 196 196 197 198 199 199 200 201 xii Project Remedies Inc ActionProgram Manager Preface This section includes the following topics About ActionProgram Manager Audience System Licensing Installation and Implementation ActionPortfolio Manager Optional Add On Third party Software Integration Basic BMC Remedy AR System Functionality Overview of This Guide Using This Guide About ActionProgram Manager Preface ActionProgram Manager APM is an enterprise wide turnkey application for project management developed by Project Remedies Inc PRI Taking advantage
42. Budget vs Actual by Manager In Process amp Completed Allen Crouder 3410 275 00 25 147 86 of Total Planned to Ki Project Name Project Status Actual Planned to Actual Budget S z Variance Variance Allen Test 102 In Process 53 100 00 1294 2 400 00 9 54 50 700 00 95 48 Allen Test 103 In Process 53 100 00 12 94 1 400 00 5 57 51 700 00 97 36 Allen Test 201 In Process 53 100 00 12 94 2 400 00 9 54 50 700 00 95 48 AZ6 In Process 52 150 00 12 71 2 547 36 10 13 49 602 14 95 11 AZ 3 In Process 51 450 00 12 54 3 600 00 1432 47 350 00 93 00 Stan test 33 In Process 49 700 00 12 11 7 400 00 29 43 42 300 00 85 11 Stan test 34 In Process 48 950 00 11 93 1 600 00 6 36 47 350 00 96 73 Allen Test 101 In Process 48 725 00 11 88 3 300 00 15 11 44 925 00 92 20 Total In Process 410 275 00 100 00 25 147 86 100 00 385 127 14 93 87 Project Details Report Project Details Report Information as of 10 13 2008 Project Id Projo0000000024 Project Name AZ 6 Project Manager Allen Crouder Project Status In Process Project Time Unit Days Project Schedule Orientation Project Start Date anne Actual Group R sible Party Task Name Task Critical Slack KEE Labor ee Plan Start Date Duration Actual Start Date Paned Goeres Association ampon Status Path Hours Hours Plan Finish Date Time Units p ctuat Finish Date Cost WBS Finance Mary Richards Gather B Process Y
43. If the person is 81 99 busy the box is yellow e Ifthe person is 100 or over assigned the box is red This calculation is based on the number of hours assigned to that person for that day divided by the Assignable Daily Hours entered for that person in the APM Resources form The Assignable Daily Hours is the average amount of time that person has each day for project tasks e The Resource Chart is robust For example if the planned start date of the project changes all of the dates for the tasks are recalculated The task assignments are moved accordingly Any time the planned start date of a task changes the resources assignments are moved automatically Close the Resource Management chart Assign People to Tasks Using the Assigned Workers Tab 1 Go back to the APM Tasks form and highlight the 2 task i e the 2 task that has the Identifier task 2 Click on the Cost tab and note the Planned Labor Cost As you will recall this is the planned labor hours for the task times the Responsible Person s rate As we give APM more information it will recalculate this cost Appendix E Assigning Resources to Tasks 217 ActionProgram Manager User Guide Click on the Assigned Workers tab then the Select button A list of skill codes opens Select a skill code and click on OK you might want to choose the same skill code used earlier in this exercise A list of locations opens Select a location and click on OK
44. Management chart Part VIII Managing Resources 139 ActionProgram Manager User Guide j PMA Inventory pri dell 2 Gantt Charts OOlrene Jacobs O2Mike Millar O4Allen Crouder OGBill Phelps O8Nancy Olsen 10 Mary Richards 12Fred Lewis 14 Cris Cally 16Stella Thomas 18Debra Eccles 20APMadmin 22Demo user for startup 24zTOTALS Figure 81 Resource Management Chart 3 Place your cursor over a date and a dropdown box shows the tasks that make up the hours on that date ele laien Phelps Date 8 October 2008 Assigned 2 5 Task ID Task00000000321 Project Allen Test 101 __ Task Sub task 2_ Figure 82 Mouse Over a Resource to View Details 4 To change the data displayed click the Alter Chart Data button The PMA Inventory chart variables dialog box opens Part VIII Managing Resources 140 28 Sep 30 Sep 2 Oct 40Oct 6 Oct 8 Oct 40 Oct 12 Oct 14Oct 16 Oct 18 Oct 20 Oct 22 Oct 240ct 26 Oct ActionProgram Manager User Guide E PMA Inventory pri dell 2 Gantt Charts Resources Assigned Hours Day All Organizations All Skills All Locations O2Mike Millar Cedie O4Vvill Leaf Close Window Dril Downs Type of Data To View a View Assigned Available Assigned be O6Allen Crouder O8Bill Phelps 10Nancy Olsen View Hours Or Costs Hours hd By Month Week Or Day Day be Show This Subset
45. Milestone Ei Shift Task Worked Status Ho z Standard Workw Create Task w s fi el Finance v Units Days DI Slack Tn An Responsible Person Mary Richards fed Plan Finish Date 8 19 2008 5 00 00PM Figure 7 Task Status Plan Start Date 8 4 2008 800008M Priority 1 Duration 12 00 Responsible Organization Part Overview 22 Project Remedies Inc ActionProgram Manager Milestones A milestone marks the completion of a major activity or segment of a project A milestone has no duration and has no work performed or logged against it It serves as an accomplishment marker within a project Like tasks milestones can be directly under the project record or can be a sub milestone as part of a summary task In Figure 5 Technical Review amp Sign Off is a milestone Dependency Relationships The sequence in which tasks occur in a project is an important element of creating a successful project plan Establishing this sequence is known as defining a dependency relationship between tasks A dependency relationship has two tasks Dependent This task is dependent upon another task s predecessor start or finish A dependent task is sometimes referred to as a successor task Predecessor This task has another task that is dependent upon its start or finish In ActionProgram Manager a project can have an unlimited number of dependency relationships between tasks and milestones If conflicting
46. Milestones button on the form A selection list Figure 78 will be displayed Part VII Viewing a Project 137 Project Remedies Inc ActionProgram Manager Selection List Entire Project Tasks Summary Tasks Milestones Critical Path All Completed 411 Not Completed Figure 78 List All Tasks Milestones Selection List 3 Select an option from the list and click OK The APM Tasks form opens displaying all of the project s tasks and milestones in a list at the top of the form E APM Tasks Modify APM Tasks Matching S Suen Let Status Plan Start D Plan Finish Consti Project Name Gather Requirements a Summary 1 In Process i 4 amp 26 Sub task 1 Task 1 Gather Requirements and Design Complete 8 4 2008 8 8 2008 5 Sub task 2 Task iF Gather Requirements and Design Assigned 8 11 2008 8 15 2008 5 Sub task 3 Task 1 Gather Requirements and Design d 8 18 2008 8 8 19 2008 5 ASAP AZG Develop and Test Summary 2 Hold 8 20 2008 8 8 28 2008 5 ASAP AZG Sub task 11 Task 21 Develop and Test Hold 8 20 2008 8 8 22 2008 5 ASAP ZG Sub task 12 Task 22 Develop and Test Hold 8 25 2008 8 8 25 2008 5 ASAP AZG Sub task 13 Task 2 3 Develop and Test Hold 8 26 2008 8 8 28 2008 5 ASAP ZG Implement in Test Envir Summary 3 Hold 8 29 2008 8 9 3 2008 5 0 ASAP Z6 Sub task 21 Task EN Implement in Test Environment Hold 8 29 2008 8 8 29 2008 5 ASAP AZG Sub task
47. Projects pri dell 2 Project Details File Edit View Diary History Wednesday August 06 2008 11 25 26 4M Allen Status Change to Plan was performed by Allen at 8 6 2008 11 25 26 AM Wednesday August 06 2008 11 25 28 AM APMadmin Project Finish Date Set To Thu Aug 28 17 00 00 2008 Saturday August 02 2008 11 25 50 4M APMadmin Project Finish Date Set To Tue Sep 02 17 00 00 2008 sl Diary Editor Figure 59 Project Diary Each entry includes the date and time stamp and Login Id Task roll up entries include the task name path so the origin can easily be identified Make an Entry in the Project Details Field 1 Open the project record in the APM Projects form 2 Inthe Project Details field type the information to be logged For a larger typing area click on the button to the right of the field Click OK to save your note and close the entry screen or click Cancel to exit this screen 3 Click the APM Projects form Save button to submit the entry Part V Working a Project 108 Project Remedies Inc ActionProgram Manager View the Project Details Field 1 Open the project record in the APM Projects form 2 Inthe Project Details field click the button to the right of the field to open the Diary Editor box Click Cancel to close the box Note Scope Changes If the project scope changes you can make a note of the fact in the Scope Changes field on the APM Projects form gt Project Info tab
48. Start On MFO Must Finish On APM calculates the project work schedule analyzes the dependencies among tasks and determines which task path is the longest This is called the critical path method or CPM See also slack 221 ActionProgram Manager User Guide TERM cut date dependency relationships duration execute a project plan group organization plan Glossary DEFINITION Task target date When a task must be performed on a certain date the task is defined as a target and the date is called the cut date The target task may be in the middle of the project A cut date functions as a gate keeper date by forcing the project manager to reevaluate dates tasks and resources if slippage occurs around a critical task See also target Finish Start Predecessor must finish before the dependent can start Start Start Predecessor must start before the dependent can start Start Finish Predecessor must start before the dependent can finish Finish Finish Predecessor must finish before the dependent can finish The planned or actual duration of the project or task For example a task may only require 3 hours of work time to complete but can be performed over a 3 day period The duration is 3 days See also recalc Execute a project plan Starting the project After the project has been planned and approved it may sit in that dormant state where no changes are allowed unt
49. Task and click on OK 7 Click Save This saves the record gives the 3rd summary task a WBS of 3 closes the APM Tasks form and takes you back to the APM Projects record for this project Additional summary tasks are created the same way that this Third Summary Task was created Add the First Sub Task Under Summary Task 1 l From the APM Projects form click on the List Tasks Milestones button A window opens Please select no 1 List Entire Project and click OK The APM Tasks form opens in Matching mode Please note that Summary tasks 1 2 and 3 were created Each task has a WBS code of 1 2 and 3 respectively Summary task 1 is highlighted Click on the Create Task button on the left middle part of the form A window opens Select Create a Sub Task for the Current Task and click on OK A new record opens Enter at least the Required fields e Task Name Please call this task Sub task 1 e Responsible person e Please enter a planned duration of 2 days If you do not enter a planned duration APM will default this to 1 day e Please leave the Identifier as Task e Do not click on the down arrow next to the WBS field Click Save and then press F5 to refresh the query Please note that Sub task 1 is under Summary task 1 and has a WBS code of 1 1 APM generated this WBS code automatically Add the Second Sub Task Under Summary Task 1 Summary task 1 is still highlighted App
50. User Guide All Complete Report Summary Report All Projects Completed 10 15 200 Completed Information as of Project Status Work Start Finish Work Project Manager Project Name Baseline Start Date Actual Start Date SM Baseline Finish Date Actual Finish Date LIT E Variance Variance est Variance Demo user forst Stan Test6 4 1 2008 9 00 00AM 3 19 2008 2 20 11PM 12 78 5 1 2008 6 00 00PM 4 25 2008 4 52 47PM 6 05 12100 172 00 51 00 Demo user forst Remedy 4 28 2008 9 00 00AM 4 28 2008 1 23 08PM 0 18 5 22 2008 6 00 00PM 5 28 2008 2 00 17PM 583 11600 0 00 116 0 Implementation sub total 237 00 172 00 65 01 Total 237 00 172 00 65 00 All In Process Report Summary Report All Projects In Process Information as of Project Status 10 15 200 In Process Project_Manager Project_Name Plan Start Date 7 28 2008 9 00 00AM Allen Crouder Stan test 33 Allen Crouder AZ6 Allen Crouder AZ3 Allen Crouder Stan test 34 Allen Crouder Allen Test 101 Allen Crouder Allen Test 102 Allen Crouder Allen Test 103 Allen Crouder Allen Test 201 Demo user for Allen s Test 1 startup Demo user for Allen s Test 3 startup Demo user for Stan Test 5 startup Demo user for Stan test 9 startup Demo user for Stan test 4 startup Demo user for Remedy startup Implementation 2 Demo user for Remedy startup Implementation 3 Demo user for Stan test 8 startup Appendix A Charts amp Reports 8 4 2008 8 00 00AM 8 4 2
51. Viewing the Task Schedule ActionProgram Manager provides detailed information about a task s schedule on the APM Tasks form To view a task s schedule information go to the APM Tasks form gt Schedule tab Part V Working a Project 102 Project Remedies Inc ActionProgram Manager Required Resources Cost Assigned Workers Ext App Early Start Date Late Start Date Base Start Date Base Duration Actual Start Date 87472008 8 00 00 AM fal 87472008 8 00 00 AM H 87472008 8 00 00 AM E 5 00 H Early Finish Date Late Finish Date Base Finish Date Actual Duration Actual Finish Date 87872008 5 00 00 PM 87872008 5 00 00 PM _ 87872008 5 00 00 PM El D Details Dependency Figure 56 Task Schedule The following fields are shown on the APM Tasks form Schedule tab Early Start Date The earliest date that a task can begin work This is based upon the plan dates and dependency relationships Early Finish Date The earliest date that a task can finish work This is based upon the early start date and duration Late Start Date The latest date that a task can begin work without delaying the project finish date This is based upon the plan dates and dependency relationships Late Finish Date The latest date that a task can finish work This is based upon the late start date and duration Base Start Date The plan start date captured in the Baseline plan when the projec
52. a list of task summary task and milestone records available for creating this dependency e Submit Dependency button Saves the dependency relationship e List Dependencies button Displays a query list of all predecessors defined for this task record Details Dependency Schedule Required Resources Cost Assigned Workers Ext App Predecessor Id Predecessor Name Inter project Dependencies as Pred Project Pred Task Dep Project Dep Task Create IPD Dependency Type IT Sep Delay Deia fpeliie lz Modify IPD Select Drsdecessog Submit Dependency _List Dependencies Figure 44 APM Tasks Form Dependency Tab 3 Click the Select Predecessor button A selection list of tasks summary task and milestones for the project opens NOTE Dependency relationships cannot be created with summary tasks 4 Select a task or milestone from the list and click OK This will automatically fill the Predecessor Id and Predecessor Name fields 5 Inthe Dependency Type field select a dependency type from the selection dropdown list There are four dependency types The default is Finish Start 6 Inthe Delay field you may specify a delay in the dependency relationship This is entered as a whole or decimal number 0 00 and can be either positive or negative If no delay is specified APM will use a default delay of Zero 7 To save click on the Submit Dependency button on the form All the fields will be clear
53. and Development sl Task Notifications Time Unit Schedule Orientation Project Approval amp Assignment DI Days zl Project Start Date 7 Ext Proj Mar Id Name alten z Phone APM Project Created Show APM Project Plan l Figure 11 Proposed Project Created in PPM implemented as Project Plan in APM E APM Projects Modify APM Projects Proj00000000040 Modify Projects Action Program Manager Fryect it Kecal efresh Proj00000000040 Doc Project Status Project Name MCE 1016 001 WW aoste Hoer ka Hl Category Cap tal k H ma Reselect Approval Execute Approval Priority Standard z roject Type Developme z E A Department l Approval Process Description Gap analysis Bi ah Account 20010 el Project Details i D Add Contact List Contact Risk None J Proj Mgr Id Alen x Name Allen Crouder Phone Ext Responsible Organization Research and Developme el Gantt Chart Create Task Create Milestone List Tasks Milestones Use a Template Project Info Costs Task Info Task Summary Record Info Documentation Pools Programs Time Unit Schedule Orientation Task Notifications Business Workday Tag Base Duration fooo Days zl Project Start Date zl Project Approval amp Assignment zl Company Labor Hr o oo Cost Project Plan Start Date Project Plan Finish Date Scope Changes fioa 2008 8 00 00 AM Bi foa 3 2008 5 00 00 PM H w Planned Duration J
54. available for the project selected Form Fields Cancel Dependency Button on the form Cancels the highlighted dependency Select Dependent Button on the form Opens a selection list of all the dependent tasks available for the project selected Display Buttons on the form There are 3 Display buttons on the form which open the project to which the active task belongs the predecessor APM Task Dependency Status Dropdown field Values are Invalid and Valid Invalid dependencies are turned off and do not affect the project Valid dependencies are turned on and in effect Use the status to hide a dependency from the rest of the project while you are working on creating it or to troubleshoot scheduling or other types of problems Dependency Dropdown field Lists the four possible types of dependencies Finish Start Predecessor must finish before the dependent can start Start Start Predecessor must start before the dependent can start Start Finish Predecessor must start before the dependent can finish Finish Finish Predecessor must finish before the dependent can finish Appendix B APM Forms Reference 189 ActionProgram Manager User Guide APM Resources Form Use the APM Resources form to review the resources personnel and skills that are available for project planning E apm Resources Modify Matching APM Resou
55. click Refresh Double click on a time entry to view the details 4 Select one record or select multiple records by holding down the Shift Ctrl keys and apply the required operation Approve Approve All Reject or Reject All 5 To approve expenses click the dollar sign to view expenses The Expense Approval sheet displays the expense entries for the current week Again select one record or select multiple records by holding down the Shift Ctrl keys and apply the required operation Approve Approve All Reject or Reject All E PRI Approve T amp E pri dell 2 xi fonza Figure 74 PRI Approve T amp E Expense Approval Part V Working a Project 122 Project Remedies Inc ActionProgram Manager Part V Working a Project 123 Project Remedies Inc ActionProgram Manager Part VI Completing a Project Completing a project involves the completion of all tasks in the project plan and evaluating the plan implementation This section includes the following topics Closing a Project Reviewing a Project Closing a Project ActionProgram Manager automatically manages the closing of a project plan after all tasks are completed and milestones achieved This is accomplished when the last task record of the project goes from a status of In Process to Complete ActionProgram Manager then automatically implements the following actions to close the project The Actual Finish Date field on the pro
56. connect APM with PRI s ActionPortfolio Manager application PPM Proposed projects can be defined and approved in PPM then executed as a project plan that may be worked on using APM ActionPortfolio Manager includes the ability to forecast resources at the skills level answering the following questions e Do we have enough resources to do what we want to do e When will we have skills shortages and skills surpluses ActionProgram Manager Features 9 Project Remedies Inc ActionProgram Manager ActionPortfolio Manager includes a robust and very easy to use charting and dashboard capability Third Party Integration not included APM may be integrated with third party software such as Paging and Accounting System to leverage tools and processes already in use Multi User Network Environment APM is server based so anyone on the network with the AR System user tool and permission can view and work on a project regardless of their physical location Role Based Features Screen views will contain different fields of information based on the role of the logged in user engineers management etc Available reports will also be different based on the role of the logged in user Risk and Issue Management APM provides risk management functionality by allowing project owners to associate risks and issues on both projects and or tasks Resource Management APM supports resource management through task assi
57. date Select a different effective date from the calendar if needed e Leave the Effective To Date blank if you wish to make the skill available indefinitely Enter a date if you wish to limit the availability of the skill to a specific time period 3 When done click Save The form closes and the new skill is added to the skills selection list Part Il Adding Resources to APM 57 Project Remedies Inc ActionProgram Manager Selection List Administrator 1 System Administrator 2 System Administrator 3 Change Management Consultant 1 Change Management Consultant 2 Change Management Consultant 3 Application Developer 1 Application Developer 2 Application Developer 3 Sr Project Manager Sr Developer Program Manager Technical Writer Sr Technical Writer Systems Analyst amp Designer Sr Systems Analyst amp Designer Figure 30 New Skill Added to the Selection List Add a Location A location is a place where people work such as an office or some other physical place or facility within the enterprise 1 Select the APM ResourceLocations form and click New The APM ResourceLocations form opens in New mode 2 Complete the form to add a new location E APM ResourceLocations New OF x APM ResourceLocations New d Action Program Manager Resource Locations Leave A Location Code Status Loca Poh Active DI Description Pittsburgh Pal El Figure 31 Adding a New Location
58. is also a formal commitment of resources ActionProgram Manager manages this milestone through special permission assigned via the approval button The approval is logged in the Project Details Field on the original project record Task Responsible Organization Each task is assigned to a group with overall responsibility for completing the task Each group has a designated manager or leader In some organizations the Project Manager may participate on a planning team during the planning phase and assign tasks to specific staff In other organizations the manager of the Performing Organization i e the Task Responsible Organization assigned people to work the tasks Notifications and alerts associated with the task record are issued to the Task Responsible Organization manager or to the Task Responsible Party i e the person responsible for the task A Task Responsible Organization must be specified for each task Task Responsible Party The Task Responsible Party is a member of the Task Responsible Organization who has been given specific responsibility for the task The Task Responsible Party has primary responsibility for accomplishing the task work on schedule and for maintaining accurate information in the task record Multiple members of the Task Responsible Organization may work on and log time against a task however only one can be assigned responsibility The Task Responsible Party receives all notifications and alerts associat
59. of a multi user network environment APM allows you to create approve work and manage projects in real time from within the Action Request AR System Using the AR System interface terminology and processes APM provides a centralized location for implementing the best practices of project management APM can be used for tracking all types of projects of all different sizes including individual organization or corporate wide projects It helps you balance resources effectively across new projects as well as maintenance projects Use APM to Easily create work and review projects within the same application on the network regardless of where staff is located Instantly assess a project s progress with real time reports and charts pinpointing issues needing attention Project Remedies Inc ActionProgram Manager Preface Improve on schedule project performance through automated notifications and alerts Immediately access real time information about a project and its tasks ActionProgram Manager includes a critical path method date calculator Gantt charts resource management charts and reports that are extremely useful in managing your projects and resources ActionProgram Manager s time and expense tracking functionality can be added to all of your AR System based applications so the same tool can be used for time and expense tracking across all AR System applications ActionProgram Manager redu
60. or remove the tasks added by the template NOTE If you click the Use a Template button a second time the interface will be different Instead of the template selection dropdown list the APM Template Execution form opens Use this form to specify where in the existing project you want the new template tasks to be placed 5 Inthe Time Unit field select Days default or Hours as the unit of time to be used for calculating and scheduling the project The selection made in this field will automatically set the Time Unit field on the APM Tasks and APM TaskDependency forms for all records associated with this project record 6 In the Schedule Orientation field click on the selection dropdown list button to select the orientation for scheduling the tasks in the project e Select Project Start Date default to schedule tasks to begin as early as possible Part Ill Planning a Project 68 Project Remedies Inc ActionProgram Manager e Select Project Finish Date to schedule tasks to begin as late as possible e Select Task Target Date to schedule both the start and finish dates based on an anchor to a specific task identified as the target task 7 Inthe Task Notifications field select the type of notifications to be used for this project The options are Assignment Only Project Approval Only and Project Approval and Assignment default 8 Inthe Business Workday Tag field click the menu list button and select the
61. projects from the detailed plan through the work plan phases as illustrated in Figure 3 above In APM projects are created defined approved worked and reviewed To support this workflow APM is organized into 3 basic project phases planning working and review Between the planning phase and the working phase of every project is a user defined approval process Part Overview 15 Project Remedies Inc ActionProgram Manager Figure 4 APM Project Phases The Planning Phase During the planning phase the project plan is created The project plan includes basic project information schedule dates tasks and approval process l Part Overview Create a New Project Plan Start a new project the status is Plan Enter general project information such as project name description and project sponsor Categorize by fully customizable summarization choices These are available to users in menu item lists The same options are also available as options when creating charts to sort projects by the characteristics that are important to management Select a project account Assign the project manager and the responsible organization Define project elements select the approval process risk level and template time unit project schedule orientation and task notifications Enter schedule information including planned start and finish dates Attach any associated project documents Specify risk le
62. task of the project This assumes that the project plan start date is day 1 at 8AM and our company workday schedule is 8AM 5PM Now the system goes back from the completion date of the last task and calculates the latest time each task can start and finish i e the late start date and late finish date for each task If task 4 finishes at 5PM on day 8 and it lasts 2 days it has to start on day 7 at 8AM Day 8 at 5PM is called the late finish date and day 7 at 8AM is called the late start date These are the latest dates when the task can start and finish and not impact the end date of the project If task 4 starts on day 7 at 8AM that means tasks 2 and 3 have to finish by 5PM on day 6 Day 6 at 5PM is the late finish date for both tasks 2 and 3 If task 3 finishes at 5PM on day 6 since it will only last 2 days it has to start on day 5 at 8AM Day 5 at 8AM is the late start date for task 3 because if it starts after day 5 at 8AM it will impact the end date of the project If task 2 finishes at 5PM on day 6 since it will last 4 days it has to start on day 3 at 8AM Since both task 2 and task 3 can start when task 1 finishes task 1 can end on day 2 at 5PM and if it does it will start on day 1 at 8AM Project Finish Date Schedule Orientation Often we know when the project is supposed to finish and we want to calculate when the project has to start If we use a Project Finish Date Sc
63. template and create a project plan automatically This functionality supports good IT governance practices and is part of ITIL AR System Implementation Development And Testing Move 6 or more people Requirements Analysis Design SingleTask Standard Template Telecom Project Template Mod Telecom Project Template Mod2 Figure 8 Use a Template Options Part I Overview 24 Project Remedies Inc ActionProgram Manager Project Notes amp Comments During the working phase important notes and comments can be chronicled in the project The Project Details and Task Details fields serve as a chronological notepad for the project Figure 9 Entries made in the Task Detail field are automatically rolled up through higher task levels and into the original project record A Project Manager can make notations in the Project Details field about issues and other changes to the project that will prove helpful during the review phase All status changes to the project are logged in the Project Details field If a new task or milestone is added during the working phase it is logged in the Task Detail field and rolled up as appropriate through the project EE APM Projects pri dell 2 Project Details Fie Edit view Diary History Wednesday August 06 2008 11 25 26 AM Allen Status Change to Plan was performed by Allen at 8 6 2008 11 25 26 4M Wednesday August 06 2008 11 25 28 AM APMadmin Project Finish Date S
64. the Projects form to create and modify project records E apM Projects New New APM Projects Action Program Manager Projects Recalc Refresh Project Status Project Name skeen SREL xl Bi Sponsor Stake Holder Plan Category xl Service Type xl xl STS roval Process Priority Standard sl Project Type E Phone Description El H Account sl Project Detail a ere D Add Contact List Contact Risk ha Proj Mgr Id Alen sl Name Phone Ext Responsible Organization el Gantt Chart Create Task Create Milestone List Tasks Milestones ClearTemplate gt Requirements Analysis amp Des xl Project Info Costs Task Info Task Summary Record Infa Documentation Pools Pragrams Base Duration ooo Time Unit Schedule Orientation Task Notifications Business Workday Tag Days 7 Project Start Date zl Project Approval amp Assignment 7 Company Labor Hr ooo Project Plan Start Date Project Plan Finish Date Scope Changes eas as Ej w Planned Duration 0 00 Actual Start Date Actual Finish Date Labor Hrs 0 00 E Cost Project Base Start Date Project Base Finish Date Actual Labor Hrs 0 00 Cost Figure 86 New APM Projects Form APM Projects Form Toolbar f Remedy User APM Projects Modify File Edit View Tools Actions APM Project Reports Window Help Alil ale 717 sla giel SER Figure 87 AR System and APM Project Record Toolbar The first buttons on the toolb
65. the task is late in starting Ifthe task is on the Critical Path and Slack Task Duration Plan Start Plan Finish and Revised Plan Finish Dates Dependency Relationships This report is sorted based on the lateness descending if the task is critical descending and the planned finish of the task ascending Not Started Report During the Working Phase this report is an excellent tool to identify exceptions to the project schedule Based on the report date it reviews the project schedule to Part VII Viewing a Project 133 Project Remedies Inc ActionProgram Manager identify all tasks and milestones that should have started but have not The following information is included Task Id and Task Name Task status Calculates the amount of time the task is late in starting If the task is on the Critical Path and Slack Task Duration Plan Start and Plan Finish Dates Dependency Relationships This report is sorted based on the lateness descending if the task is critical descending and the planned start of the task ascending WORKLOAD Group Task Report This report provides a Responsible Organization manager with a detailed summary of all tasks assigned to the group and staff across all APM projects It is grouped by User and calculates the total hours assigned to them as well as a total of hours for the Group Because the report includes both planned and actual information a group
66. to change the cursor to a dynamic When you click it on an object on the screen text about that object field button etc is displayed Re click the What s This button to toggle out of dynamic help mode My Last Task Button on toolbar Ly Opens the last submitted task record based on the User Login Id Cancel Task Button on toolbar x Opens a dialog asking whether you really wish to cancel the task Click Yes or No List Dependencies Button on toolbar al Available for existing task records Opens a query list of all predecessors for the current task record displayed Create New Button on toolbar Dependency Available for existing task records nee Opens a submit window in the APM TaskDependency form Open Summary Task Button on toolbar ria Opens the task record for the summary task of the active task record List Sub Button on toolbar Tasks Milestones Available for existing task records CHILD Opens a query list for sub tasks and milestones of the active LI T task record Change Level Button on toolbar Ka Use to create or remove a summary task relationship from the selected task Appendix B APM Forms Reference 176 ActionProgram Manager User Guide APM Tasks Form Features The following describe the buttons and fields on this form Label APM Tasks Form Details APM Task Form Buttons Select Project Button on the form Available whe
67. to your own criteria for your own reporting purposes Project Type Optional Data Type Character with menu list Use to categorize the project according to your own criteria for your own reporting purposes Description Required Data Type Character A brief description of the project Project Details Optional Data Type Diary field A diary log for the project during all phases which is used to enter text comments about the project Notes entered are stored chronologically with a date time stamp and User Login Id Each status change of the project record is logged in this field automatically In addition all entries made to the Task Details field on the Tasks form are rolled up into this field Sponsor Stake Holder Optional Data Type Character with menu list Name of the person requesting the project May be linked to User data in other applications Available to all users Phone Optional Data Type Character Phone number of the Sponsor Stake Holder May be linked to User data in other applications Organization Optional Data Type Character Organization in which the Sponsor Stake Holder works or the organization requesting the project May be linked to User data in other applications Account Required Data Type Character with menu list Any charge code or account number to which the cost of the project may be assigned This may be a cost center accounting code or
68. v rw 0 00 aT nii oe uer UI en New SS Task Week OF 1072 2008 Refresk Total Hours for the Week Total Hrs Per Day 4 00 o oo o oo o oo Jooo Jooo o oo 4 00 Figure 62 Time amp Expense Tracking Timesheet NOTE Click on the clock and dollar sign icons to switch the form back and forth between Time and Expense records 2 To view time or expenses from a different week click the down arrow next to the Week Of date to open the calendar tool Pick a date and click OK The calendar closes Click Refresh on the Time amp Expenses Tracking form to update the form view The timesheet displays all the task records worked for that week 3 To add atime entry record for another task or project click the New Task button The Time by the Week by User window opens E PRI Time By Week By User pri dell 2 x Request Type APM Task x Task ID x Task Name xi Figure 63 PRI Time by Week by User Use this form to add project tasks or other types of work time to your timesheet to make time entry easier and more convenient Part V Working a Projet 114 Project Remedies Inc ActionProgram Manager 4 Select the type of task or work time from the Request Type field selection dropdown list Click the Task ID dropdown arrow The dialog box opens displaying the list of available project records E APM DialogBoxes pri dell 2 ES ISS ECHTEN EEA i Sub task 1 iT ZO b task 1 TaskO0000000396
69. who have a thorough knowledge of the product Open an APM form using the AR System Object List 6 Click File gt Open gt Object List Or click Ctrl O The AR System Object List opens Part I Overview 35 Project Remedies Inc ActionProgram Manager e Object List All Find Favorites Recent Name Type Server 3 APM Navigation Entry Point pri dell 1 E APM Tasks Form pri dell 1 B APM Projects Form pri dell 1 B PM Configuration Form pri dell 1 pen APM Navigation New Search Open __ Cancel Figure 15 AR System Object List Recent 7 Select the APM form you wish to open The All tab includes all forms and the Recent tab includes forms you ve opened recently for convenience 8 Click the New or Search button The AR System Home Page window closes and the APM form you selected opens in either New or Search mode depending on which button you clicked ActionProgram Manager Forms This section provides a brief overview of the following main ActionProgram Manager forms APM Projects Form APM Tasks Form APM Task Dependency Form APM Approval Tasks Form APM Time amp Expense Tracking Form Part I Overview 36 Project Remedies Inc ActionProgram Manager This section also describes the following important background forms a APM SkillSets Form APM ResourceLocations Form APM GroupAssociations Form APM Resources Form For more deta
70. 000 84 2008 8 00 00AM Gap 10 12 2008 2 17 11P Requirements and 8 19 2008 5 00 00Ph Design Finance Mary Richards Sub task 1 B Process Y 000 20 00 Um 844 2008 8 00 00AM 500D 10 12 2008 2 17 11P 4 375 00 2 547 86 8 8 2008 5 00 00PM Finance Mary Richards Sub task 2 Hold Y oo 20 00 0 00 8 11 2008 5 00 D 4 375 00 0 00 8 15 2008 Finance Mary Richards Sub task 3 Hold Y 0 00 16 00 0 00 8 18 2008 2 00 D 3 800 00 0 00 8 19 2008 5 00 00PN Finance Mary Richards Develop md Test Hold Y oo 8 20 2008 8 00 00 AT 7 00 D 8 28 2008 opp Finance Mary Richards Sub task 11 Hold Y oo 10 00 000 8 20 2008 3 00 D 4 500 00 0 00 9 22 2008 Finance Mary Richards Sub task 12 Hold Y ow 10 00 om 8 25 2008 8 00 00AT 1 00 D 4 500 00 0 00 8 25 2008 5 00 00PN Finance Mary Richards Sub task 13 Hold Y 0 00 10 00 0 00 8 26 2008 8 00 00 AT 3 00 D 4 500 00 0 00 8 28 2008 5 00 00Ph France Mary Richards In plem mt in Test Hold Y 0 00 8 29 2008 8 00 00AI 4 00 D Exsironnert 932008 5 00 00PM Finance Mary Richards Sub task 21 Hold Y ow 10 00 000 8 29 2008 8 00 00 AT 100 D 4 500 00 0 00 8 29 2008 5 00 00PN Finance Mary Richards Sub task 22 Hold Y oo 10 00 0 00 9 1 2008 8 00 00AM 2 00 D 4 500 00 0 00 9 2 2008 5 00 00PM Finance Mary Richards Sub task 23 Hold Y ow 8 00 000 9 3 2008 8 00 00AM 1 00 D 3 600 00 0 00 982008 5 00 00PM Finance Mary Richards Tn plen ent in Hold Y o0 944 2008 8 00 00AM 3 00 D Production 9 8 2008 5 00 00PM Evironment Appendix A Charts amp Reports 146 ActionProgram Manager
71. 008 9 00 00AM 9 1 2008 00 00AM 10 1 2008 8 00 00AM 10 1 2008 8 00 00AM 10 1 2008 8 00 00AM 10 1 2008 8 00 00AM 3 3 2008 9 00 00AM 3 17 2008 9 00 00AM 3 17 2008 9 00 00AM 3 31 2008 9 00 00AM 4 1 2008 9 00 00AM 4 29 2008 9 00 00AM 4730 2008 9 00 00AM 6 30 2008 9 00 00AM Actual Start Date 7 22 2008 1 37 33PM 10 12 2008 1 04 33P 7 28 2008 6 55 27PM 8 25 2008 4 13 14PM 8 5 2008 12 00 17PM 8 6 2008 5 08 13PM 8 6 2008 5 37 19PM 8 14 2008 6 29 14PM 3 3 2008 12 34 11PM 3 12 2008 12 56 23PM 3 10 2008 5 17 34PM 3 27 2008 9 35 28AM 3 1 2008 1 26 25PM 4 29 2008 6 22 48PM 4 30 2008 10 29 02AN 3 25 2008 3 48 07PM Plan Finish Date 8 27 2008 9 00 00AM 98 2008 5 00 00PM 8 28 2008 6 00 00PM 9 29 2008 5 00 00PM 10 29 2008 5 00 00P1 10 29 2008 5 00 00P 10 29 2008 5 00 00P1 10 29 2008 5 00 00P1 3 14 2008 9 00 00AM 4 10 2008 6 00 00PM 4 17 2008 6 00 00PM 4 11 2008 6 00 00PM 5 1 2008 6 00 00PM 5 23 2008 6 00 00PM 5 26 2008 6 00 00PM 7 31 2008 6 00 00PM All Projects In Process 100 100 100 100 48 48 48 48 100 100 100 100 100 100 100 100 33 8 15 TA 14 10 6 10 0 Din 29 46 13 0 0 13 9 14 13 14 13 13 15 13 13 13 13 13 Hold Ki 56 25 87 50 81 25 87 50 76 47 76 47 88 24 76
72. 2 Effective To Date SS Manager Supervisor Resources Name Title Phi SSF Resource Type DS Employee Consultant Figure 33 Adding a New Organization e Group Association ID is generated automatically when you save the new organization e Enter a Group Association Name This is a unique name that will be used throughout APM e Select a Location by clicking on the field s down arrow and selecting a value from the location selection list e Select a Security Group e The default Status is Active e Enter an Average Rate for the organization Do not use the dollar sign Decimals are allowed e The Effective From Date will default to the current date Select a different effective date from the calendar if needed e Leave the Effective To Date blank if you wish to make the organization available indefinitely Enter a date if you wish to limit the availability of the organization to a specific time period 4 Add a manager and a supervisor Part Il Adding Resources to APM 60 Project Remedies Inc ActionProgram Manager NOTE Before you can complete this step you must create the resources who are assigned to this new organization i e group e Click the Set Manager and Set Supervisor buttons and choose the people you need from the selection list Their user information is added to the Manager and Supervisor tabs 5 When done click Save The new organization is now ready for you to add people
73. 230 Fan Map Richie I Lore T Tis Zeck uk Y Bake LSS BOMM Leno aw HO i Fiam Map Pihi BIME re Ek ade e Derek napd Tami bo Ta Zeh pb 10 Has AD Cc cat Loo om wo WE Ma Map Piihiri Be 1 TiC Zeck back 1 Hale Pact i Bigs te Lio Dr E I8 KD Pen Map Pahar Gen Sr Ip Ta Zeck pt 13 Aad Soe OTAM Loo org Ek ME Poar Mag Pickart Pan 3100 Sek Tan fo ap beeen k Tei Ee kaspegt UU Tae ieh but He WE BIO Ino bb me a Franr Map Erh ne Dl LD TRE Zeck bn 2 Bag AIG Pe Lo 1a K M Firem Mer Pih AANE Soe Appendix A Charts amp Reports 149 ActionProgram Manager User Guide Snapshot Report Snapshot Information as of 10 15 2008 Project Status In Process amp Completed Project Manager Allen Crouder Warning Variance Threshold 10 00 Critical Variance Threshold 20 00 protect Maine Project Completed Remaining Total Cost at Status Tasks Tasks Completion Allen Test 101 In Process Actual Plan Baseline Variance Variance Allen Test 102 In Process Actual Plan Baseline Variance Variance Allen Test 103 In Process Actual Plan Baseline Variance Variance Allen Test 201 In Process Actual Plan Baseline Variance Variance AZ In Process Actual Plan Baseline Variance Variance AZG In Process Actual Plan Baseline Variance Variance Stan test 33 In Process Actual Plan Baseline Variance Variance Appendix A Charts amp Reports 150 ActionProgram Manager User Guide Should Have Starte
74. Base Finish Date Actual Labor Hrs 0 00 l Cost Figure 36 The APM Projects Form Enter Project Information 1 In the Project Name field enter a unique name for the project A different name must be used for each project in APM To see a list of existing project names click the down arrow button located to the right of the field 2 Inthe Category field select one from the selection dropdown list The default Category list is Capital Client Billable Client Non Billable Core Project Network and Non Capital This list can be customized or removed See your AR System administrator for assistance 3 Inthe Priority Service Type and Project Type fields select values from the selection dropdown lists 4 Inthe Project Description field enter a brief description of the project For a bigger editing screen click the display field contents button located to the right of the field Part IIl Planning a Project 66 Project Remedies Inc ActionProgram Manager Enter Contact Information 1 In the Sponsor Stake Holder field enter the name of the person requesting the project or click the down arrow and pick a name from the selection list In the Phone and Organization fields enter the information for the person you selected Because APM is created in the AR System environment it can easily be customized to integrate with data in other AR System applications User information such as organiza
75. Days and Hours Italics are also used to emphasize a point Example Only the Project Manager can modify this field gt Identifies a series of menu or form selections Example Open the APM Tasks form gt Work Time tab Preface 8 Project Remedies Inc ActionProgram Manager ActionProgram Manager Features A high level overview of APM s features and functionality includes the following Turnkey AR System Application Created in AR System APM leverages the user interface to provide a familiar application environment and investment in training operations and employee experience Uses Existing AR System Licenses No additional AR System licenses are required to install and begin using ActionProgram Manager increasing the return on your original BMC Remedy AR System investment AR System Integration APM may be integrated with BMC Remedy IT Service Management Suite which includes Service Request Management Help Desk Change Management and Assets Management applications It can also be integrated with home grown AR System based applications Remedy Service Level Manager can be used to track service level agreements against projects and tasks managed and tracked in ActionProgram Manager Microsoft Project Imports APM includes the ability to import projects from Microsoft Project systems See APM_MSProject_Features doc for details Optional Link to ActionPortfolio Manager An optional add on is available to
76. E Project Remedies Inc ActionProgram Manager User Guide Version 6 3 Project Remedies Inc ActionProgram Manager 1998 2008 Project Remedies Incorporated All rights reserved This documentation may not be copied in whole or in part without the prior written consent of Project Remedies Incorporated Produced in the U S A PRI ActionPortfolio Manager PPM and ActionProgram Manager APM are trademarks of Project Remedies Incorporated Remedy Remedy Corporation Action Request System and AR System are registered trademarks or other trademarks of BMC Software Inc Microsoft is a registered trademark of Microsoft Corporation The trademarks registered trademarks or service marks of their respective company or organization identify all other products mentioned in this document Project Remedies Inc 2034 Palisades Dr Pacific Palisades CA 90272 United States Phone 310 230 1722 Email info pri us com Web www pri us com Project Remedies Inc ActionProgram Manager Table of Contents BAUS POE FIGURES 4icasicenceactsonstsnccasduassenncessacanccenceantesuscobisnasosscactenencdadseanccenadakcneciconnssasens A PREVA C Bicccnicaneniinpiiancnitacnnininnianatiinimnnan wiainanmiiamianins 1 ABOUT ACTIONPROGRAM MANAGER Auen 1 Better Communication Equals Better Program Management 2 Rapid Implementation Leverage Your Remedy Investment and Reduce Riet 3 ue 3 SYSTEM LICENSING EE 4 ACTI
77. Execution form 68 APM connection with PPM 90 APM Navigation form opening 34 APM Project Plan 90 APM Approval Tasks 191 APM Approval Tasks form 41 APM GroupAssociations Form 46 59 200 APM Planning tab 90 APM Pool amp Programs Form 197 APM Project Pools amp Programs Form 89 APM Projects form proposed project 90 APM Projects Form 38 66 APM ResourceLocations Form 45 58 199 APM Resources 190 Index Index APM Resources Form 47 201 APM SkillSets Form 57 APM SkillSetsForm 44 199 APM Task Dependency 188 APM Task Dependency form 40 APM Task Dependency Form 85 APM Tasks 175 APM Tasks form 39 73 APM Tasks Form 21 opening 78 Approval phase 91 approval process 41 96 162 defined 221 executing 91 selecting 67 Approval Process 17 approval tasks completing 96 approve a plan defined 221 Approve a Project 70 approved projects replanning 98 approving a project 93 approving a project plan 96 97 approving time and expenses 121 AR System functionality 6 ASAP 73 assigned task opening 105 assigned worker assigning 107 Assigned Worker 27 107 112 Assigned Workers tab 78 assigning people to a task 76 assigning resources 77 78 assigning resources to a task 76 assigning resources to tasks 214 assigning tasks 107 Assignment Form opening 185 attachments 225 ActionProgram Manager User Guide task 109 baseline defined 221 Baseline 128 Baseline plan
78. Figure 20 APM Time amp Expense Tracking Form Timesheet The Expense Tracking form provides an alternative method for entering expenses in any project It is the location where all work expense records are stored for tasks in a project in APM Expenses are normally entered in the APM Task form gt Work Time tab as it is being worked or in the Universal Timesheet Part I Overview 42 Project Remedies Inc ActionProgram Manager E PRI Time amp Expense Tracking pri dell 2 sl GEREENT EE E e 25 50 0 00 0 00 0 00 0 00 Figure 21 APM Time amp Expense Tracking Form Expense Sheet Part Overview 43 Project Remedies Inc ActionProgram Manager APM SkillSets Form The APM SkillSets form is the form in which skills can be added to the enterprise that were not included in the out of box APM installation EB apmsskillSets New APM SkillSets New Action Program Manager Skill Set SKBID Skill Code Rate Status Skil JI Im Active sl Description a Effective From Date DAT v EtfectveToDae Figure 22 APM SkillSets Form Part l Overview 44 Project Remedies Inc ActionProgram Manager APM ResourceLocations Form The APM ResourceLocations Form is the form in which enterprise locations are added and maintained E APM ResourceLocations New APM ResourceLocations New Action Program Manager Resource Locations Lexie A Location Code Status
79. Multi Level Project Plan Without Using a Template Create Summary Tasks and Sub tasks 1 Create a new task or open an existing task record TIP When creating a new summary task record it s not necessary to enter a Plan Start Date Plan Finish Date or duration as these fields will be automatically set by APM based upon the sub tasks created Also it is not necessary to enter the Planned Labor Hours or Assigned User as no actual work is performed against a summary task Part Ill Planning a Project 79 Project Remedies Inc ActionProgram Manager 2 in the APM Tasks form click the Create Task button The Selection List window opens Selection List for the current Task Create a Sub Task Create a Task gt Cancel Figure 42 Selection List Window The 2 selections are e Create a Sub task for the Current Task This creates a new task record as a sub task of the active task record The sub task record is a lower WBS task For example if the active task were 1 3 then the new task record would be WBS 1 3 1 e Create a Task This creates a new task record at the same level as the active task record 3 Select Create a Sub Task for the Current Task from the list and click OK A new task record will be opened in an APM Tasks The Summary Task Name field is automatically set with the name of task designated as the summary task The Identifier field is set to Task The Status field is s
80. OCATION ADDED TO THE SELECTION LIST FIGURE 33 ADDING A NEW ORGANIZATION FIGURE 34 ADDING A NEW RESOURCE TO THE REMEDY USER FORM FIGURE 35 ADDING A NEW RESOURCE FIGURE 36 THE APM PROJECTS FORM FIGURE 37 TOOLBAR BUTTON My LAST SUBMITTED PROJECT List of Figures 14 15 16 20 21 22 24 25 30 32 32 34 34 36 38 39 40 41 42 43 44 45 46 47 50 53 54 57 58 58 59 60 62 63 66 70 Project Remedies Inc ActionProgram Manager FIGURE 38 APM TASKS FORM FIGURE 39 COMPLETED TASK RECORD FIGURE 40 SAVED TASK RECORD FIGURE 41 TOOLBAR BUTTON My LAST TASK FIGURE 42 SELECTION LIST WINDOW FIGURE 43 CREATING A MILESTONE RECORD IN THE APM TASKS FORM FIGURE 44 APM TASKS FORM DEPENDENCY TAB FIGURE 45 APM TASK DEPENDENCY FORM FIGURE 46 APM RISK MANAGEMENT INTER PROJECT DEPENDENCIES FORM FIGURE 47 APM PROJECT POOLS amp PROGRAMS FORM FIGURE 48 PROPOSED PROJECTS IN PPM ENTER APM HERE FIGURE 49 PROJECT PLAN BEFORE EXECUTING THE APPROVAL PROCESS FIGURE 50 PROJECT STATUS PENDING APPROVAL FIGURE 51 PROJECT STATUS PENDING APPROVAL FIGURE 52 APM APPROVAL TASKS FORM FIGURE 53 PROJECT PLAN APPROVED FIGURE 54 PROJECT IN PROCESS FIGURE 55 PROJECT BASELINE FIGURE 56 TASK SCHEDULE FIGURE 57 TASK QUERY LIST FIGURE 58 APM TASKS FORM STATUS IS IN PROCESS FIGURE 59 PROJECT DIARY FIGURE 60 DETAILS TAB ON THE APM TASKS FORM FIGURE 61 TASK DETAILS FIELD
81. ONPORTFOLIO MANAGER PPM OPTIONAL ADD ON cccceceesesseceeeceeeeeesenseaeees 4 INSTALLATION AND IMPLEMENTATION sssssscseeeseascesesstondansensccaeestasansedaasneassansaecssesddecastaseese 4 I Software eegene Ee 4 I Requirements Review iiscicsacvcatiacshevarattacecausuncicsaasuaccneiviecavevauedseuatseestaessecdecinbensseiaveds 4 III Configure ActionPortfolio Manager ActionProgram Manager on Remedy Test ENVITONMEONE sis scsdovevstoccusiedeveswsotes ets vocevaeiseteesds Vets en i ee dE Eed enee ee Eed geg ged 5 IV End User Testing Move to Remedy Production Aerer 5 APM THIRD PARTY SOFTWARE INTEGRATION cccssscccsscecseccecssececssccesseceecssceesseeeenees 6 BASIC BMC REMEDY AR SYSTEM FUNCTIONALITY sssssssessssesessseseesstrssressreesreeseresseee 6 EREECHEN 7 USING THIS E AE 8 ACTIONPROGRAM MANAGER FEATURES eeesosescscessecssccesocesoosssocsssecssocesocsscosees 9 PART I OVERVIEW sssscessssnesssssunsdonsesncdavesvnssonsssvsansiin thansainsdenssvnssensdsncestsamatessensaenions 13 PROJECT LIFE CYCLE EE 13 Proposed E EE 13 APM EEN 15 RE 16 The Project E 17 The Working Eeer 18 The Review E 19 PROJECT ELEMENTS E 19 Task Work Breakdown Structure WS 19 EE 20 EE 23 EE 23 Inter Project Dependencies siassavcaiassseesaetactaatasdnveasassiueasadecctesataateotassanasaadeurestaasieaees 23 REN 24 Project Notes amp Comments 25 PROJECT ROLES E 26 Table of Contents iii Project Remedies Inc ActionProgram Manager
82. PM Tasks New APM Tasks New Figure 43 Creating a Milestone Record in the APM Tasks Form NOTE This is the same form used to create Task and Sub Task records The fields are the same as those used to define a task with the following few notable exceptions Part IIl Planning a Project 81 Project Remedies Inc ActionProgram Manager e The Duration field is grayed out and is set to 0 as a Milestone has no duration e The Planned Labor Hrs field is grayed out and set to 0 as Milestone has no work associated with it in the project plan 3 Complete the available fields for the Milestone in the same manner as when creating a task 4 To save the Milestone click the Save button on the form Retrieve the Milestone record the same way as a Task record NOTE The Plan Start Date and Plan Finish Date fields have the same date time value because a Milestone has no duration Milestones do not use constraints like other tasks Milestones only use dependencies connected directly to other tasks When all predecessor tasks have been completed the milestone task status automatically updates to Complete and automatically causes its unique successors to go to an Assigned state Create a Sub Milestone Creating a Sub Milestone is an almost identical process to that of creating a Sub Task Please note a Sub Milestone can only be created from a Task record or Summary Task record Effective project planning standard
83. Project Name Baseline Start Date Actual Start Date and their variance Baseline Finish Date Actual Finish Date and their variance Planned Labor Hours Total Work Hours and their variance A sub total is calculated for each Project Manager and then totaled for all projects All In Process Report This report provides a one line summary for each APM project with a project status of In Process It includes the following information Project Manager Name and Project Name Part VII Viewing a Project 131 Project Remedies Inc ActionProgram Manager Plan Start Date Actual Start Date and Plan Finish Date Percent of Calendar Duration Completed Percent of Work Time Completed The count and percentage of tasks with a status of Hold Assigned In Process and Completed The report has a three tier sort structure of Project Manager Plan Start Date and Plan Finish Date all in ascending order All Pending Report This report provides a one line summary of each project in APM with a status of Pending Approval These are projects that have suspended planning are waiting for approval The report includes Project Manager Name and Project Name Plan Start and Finish Dates The estimated project duration and the time units used for planning The total planned labor hours if estimated a sub total for each Project Manager and a total of all projects The data has a three tier sort structure of Project Manag
84. Project into the Working Phase Part Overview After the project has been approved the project manager executes the project This changes the status of the project from Approved to In Process this begins the working The status of the original project record changes from Approved to In Process The Baseline plan is created The Baseline plan plays an important role in managing and measuring a project s success TheBaseline plan cannot be modified or deleted Tasks and milestones may be added to a project after it starts but they will not appear in the Baseline plan Project Remedies Inc ActionProgram Manager The project Base Start Date Base Finish Date Base Duration Labor Hrs and Cost are populated with the project plan information and cannot be changed The moment is recorded in the Actual Start Date field as the project start The people responsible for the first task s are notified If they are a manager who has to assign the task to someone they do that and the person or people are notified More than one person can be assigned to work each task If people had already been assigned to the task these people are automatically notified that they can begin working on the task The Working Phase The working phase begins when the project manager executes the project 1 Begin Working Tasks Part Overview Once a project starts work can begin on the tasks of the project based upon the schedul
85. ROVING A PROJECT a csssnsisssssvsdesssisssasssnssonssensisnasssessisspseconssnrseessonns 94 RE PLANNING A PROJECT PRIOR TO APPROVAL sicsasntesasssssascsasnsdsasssssaceastedeceeesesdcexeaeeeees 94 Table of Contents v Project Remedies Inc ActionProgram Manager Note Scope Changes anus asucacsestraes seudacersndiadesiniatubldsusiatmaniasurdandauedaseradalencuteeataabatsdudiel 94 WII e 95 Modify Tasks and tee eege 95 Modify Dependency EE 95 APPROVING A PROJECT PLAN sisusietsssisieasssdsicdiadesioniedecdedssabalacsastnted salsosadasduedadsaonedenvastonane 96 Complete the Approval Tasks euer eege 96 RE PLANNING AN APPROVED PROJECT WEE 98 Re plan an Approved EE 98 EXECUTING A PROJECT WEE 98 Execute FONT ci cidesccctientescncintatiei tase waste ease oe eae 99 UNDERSTANDING THE BASELINE PLAN sosensschsenseseseddaasonssdies lt andvsasenssccasaantennseseidereactenss 100 PART V WORKING A PROJECT u ccsscscscscsscsccsscccsccscscsssscssscscsscesscsesscssesees 102 VIEWING THE TASK SCHEDULE jajcsscvssssnecsancensduasnee Ssanednnsedadonecpastonsiteatoneteancderstostasanagy 102 ACCEPTING TASK ASSIGNMENTS wc5 5035s6ecsscees secpexesavatae aed a iae ea a ara aani 103 Open E naene EE Oa RaR 104 Change the Task Status to In EN 105 Act l Start DGC si sctesussts cacesesstsatesvate casvesdesasisacacvesSestucdesstidassVetuseievdaseestediasdesee iat 106 UN 106 ASSIGNING THE ACTUAL WORKING OF A VASE o c2cesscccazenscenssncecueesesudesesacncueariend
86. The chart has stacked rows of bars and symbols with the lower set charting the Baseline plan and the upper set charting the planned and or actual data If a task or milestone is added after a project is approved then it will not have a Baseline bar or symbol The comparative Gantt chart is available during the working and review phases of a project It cannot be viewed during the planning phase since the Baseline plan is not saved until the project is approved The chart includes Task Name type task summary task or milestone and status Start and Finish Dates and Duration During the Working Phase varies based on the task status Status of Hold or Assigned charts Plan Start and Finish Dates Status of In Process charts Actual Start and Plan Finish Dates Status of Completed charts Actual Start and Finish Dates Part VII Viewing a Project 128 Project Remedies Inc ActionProgram Manager Review Phase charts Actual Start and Finish Dates Baseline Start and Finish Dates and Duration Slack Dependency Relationships Responsible Organization Tasks on the Critical Path displayed in red Pre defined Reports ActionProgram Manager includes twenty pre defined reports which are compiled and then generated in Crystal Reports Once the report is in spreadsheet format it can easily be saved distributed and sorted This section describes how to run a report and provides detailed information about t
87. This note will be tracked with a diary entry Use the Task Details Tab The Details tab on the APM Tasks form provides a convenient place for workers to document a task and its progress Entries in the Details Issues Scope Changes and Change Log fields allow a worker to quickly and easily comment on issues that may be helpful to other workers on the task the members of the Task Responsible Organization or the project manager You can also add task documents as attachments The Task Details fields provide another dimension to viewing a task s status and evaluating its success Details Dependency Schedule Work Time Required Resources Cost Assigned Workers Ext App Details Issues Attachments Filename Jus zs attachtabel Je Scope Changes Change Log Figure 60 Details Tab on the APM Tasks form Make an Entry in the Details Tab 1 Open the Task record in the APM Tasks form 2 In the fields provided on the Details tab enter the information to be logged For a larger typing area click on the button to the right of the field Click OK Click Cancel to exit this entry screen Click the paperclip button to add an attachment 3 Click the Save button to submit the task entry Entries made in the Details tab are stored chronologically with a date and time stamp and Login Id In addition they are rolled up through the project to the same field in related summary task records and ultimately into t
88. a project oriented to the finish date are already scheduled to finish as late as possible For these tasks Slack is the amount of time that it can start earlier than the plan date Tasks with zero Slack are on the critical path of the project and therefore cannot slip without impacting the finish date of the project Critical Path The critical path of a project is made up of those tasks which if delayed would delay the planned finish date of the project Tasks on the critical path have plan early and late date sets that are the same Their slack time is zero ActionProgram Manager calculates a project s critical path and flags those tasks in the project charts and reports Task Dependencies The schedule and critical path of a project can only be determined after the inter dependencies of tasks are known See below under APM Task Dependencies Form for more details Tasks are linked together in relationships that determine their start and finish times Part I Overview 30 Project Remedies Inc ActionProgram Manager Task Durations The schedule and critical path of a project are also dependent upon the duration that each individual task is expected to take See below under APM Task Form for more details Task Constraints The schedule and critical path of a project are also dependent upon the constraints that are associated with each task See below under APM Task Form for more details Inter Project Dependenc
89. actices in project management A template is a series of tasks and the relationships between them Templates are used during the planning phase There are two kinds of templates Task and Approval Task templates create the task structure for the project while Approval templates create the approval process For details on constructing Approval templates see the APM Approval Process userclass ppt document Templates are defined by APM users who have permission to do so Several task and approval templates are included with each installation Task Templates break down a project into milestones tasks and sub tasks and their dependencies on each other and it can be a challenge The APM task templates will let you focus your attention on your project instead of spending precious time and energy reinventing the project management wheel on every project Each task in a template receives a responsible person designation Generally this is given to the manager or supervisor of the group who is responsible for the task Using this approach there is a default responsible party who will surely reassign the task to the appropriate user For details in creating templates see the APM AdminNotes document In addition see Appendix C in the file CPM amp Other Considerations If ActionProgram Manager is integrated with other AR System based applications workflow can be used to get the project form populate the project form get the correct
90. all responsibility for completing the task All members of the Responsible Organization may log work time against the task APM Projects Form Project Info Tab Time Unit Required Data Type Selection dropdown list Specifies the unit of time to be used for the project and its tasks Selection is from Hours and Days default Days is the equivalent to the standard workday set by the AR System administrator APM default is 8 hours Selection in this field sets the Time Unit fields on the APM Tasks and APM TaskDependency forms Appendix B APM Forms Reference 167 ActionProgram Manager User Guide Label APM Projects Form Details Schedule Orientation Required Data Type Selection dropdown list The method used to calculate the project schedule Selections are Project Start Date and Project Finish Date The selection made in this field automatically sets similar fields throughout the project Once a project is executed and the project record has a status of In Process or Completed this field cannot be changed Task Notifications Required Data Type Selection dropdown list This field defines how task notifications will be issued once the project is executed and in the working phase Oe In Process ActionProgram Manager offers three notification options Assignment Only When the status of a task changes from Hold to Assigned the Assigned User with responsibility for the task wi
91. ally wish to cancel the project Click Yes or No 53 Project Remedies Inc ActionProgram Manager APM Tasks Toolbar Ze Remedy User APM Tasks Modify File Edit Yiew Tools Actions Task Actions TaskReports Window Help alel lei 7 7 ala B xej mm tals elie S Figure 28 AR System and APM Task Record Toolbar The first buttons on the toolbar belong to Remedy The APM Task Toolbar buttons are described below Reports What s This Ki My Last Task Ir Cancel Task List Dependencies Create New Dependency o HEY Open Summary Task T d Led List Sub Tasks Milestones CHILD LIST Part Overview Opens the APM Projects Report Styles form Click this to change the cursor to a dynamic When you click it on an object on the screen text about that object field button etc is displayed Re click the What s This button to toggle out of dynamic help mode Opens the last submitted task record based on the User Login Id Opens a dialog asking whether you really wish to cancel the task Click Yes or No Available for existing task records Opens a query list of all predecessors for the current task record displayed Available for existing task records Opens a submit window in the APM TaskDependency form Opens the task record for the summary task of the active task record Available for existing task records Opens a query list for sub tasks and sub milestones
92. am Actual Start Date Actual Finish Date Labor Hrs l 72 00 Ki Cost 32400 Project Base Start Date Project Base Finish Date Actual Labor Hrs 0 00 Cost cS Figure 12 PPM Proposed Project Implemented as APM Project Plan If you have used PPM to create a proposed project the final step is to implement the proposed project into a project plan That step is the connection or tie in Part I Overview 32 Project Remedies Inc ActionProgram Manager with APM At that point you can open the APM Projects form by clicking the Show APM Project Plan button Figure 12 and continue on to the approval stage PPM is an optional add on to ActionProgram Manager and is not documented in this APM User Guide Documentation is available with purchase ActionProgram Manager Navigation This section describes how to navigate through ActionProgram Manager Using the APM Navigation Form Using Remedy Menus Using the APM Navigation Form If you are new to Remedy or just wish to work from within PPM the APM Navigation form provides a quick convenient color coded method for opening the APM and PPM forms charts and reports you need to do your work The APM Navigation form provides a series of menus submenus and dialog boxes to give you access to forms you need and to view project charts NOTE PRI s ActionPortfolio Manager PPM product also uses the APM Navigation form Open the APM Navigation form 1 On the AR S
93. amp REPORTS eessesoossosssessosscsssesoossosssessossocssessossosssesssee 142 GAR TIC HART EE 143 RESOURCE MANAGEMENT CHART EE 144 PROJECT SUMMARY e 145 MANAGER COST E 146 PROJECT DETAILS REPORT EE 146 Table of Contents vii Project Remedies Inc ActionProgram Manager ADI COMPLETE REPORT 2iccctc cccccctcsccestesceacsctiacecetes ananasa iaaa ae aa aai ea ENS 147 ALL IN PROCESS Rrpopt 147 GROUP TASK ASSIGNMENT REPORT sssssonensossssessseesesssssseseoetsssessesroeessssssoserereessssosenne 148 USER LASK AT RN 149 WORKTIME REPORT wtsciisssacdichsceacativinehcctandeancavinckdetade stares auehoctaadeaessasnendedaeeagetaaannnectiedees 149 SNAPSHOT REPORT ciori eni srota daas r ar eaae er aE Ea EE AS SEE A Er IEOR EASE EEEa 150 SHOULD HAVE StARTpDRrpobrt 151 SHOULD HAVE EmwisppnbRrtpopt 152 PROJECT VARIANCEREPORT siseoioipedinsueseo o oneens aaa Ea ESEESE TE N EENEN 153 WORKER WEEKLY TIME Rot 154 PROJECT TIME REPORT ccssccccccececssssssececececcesessssssecececceseseneaeaeeeecesesesenssaeeeeeesecenenses 155 SICK VACATION TIME Usgppbrpogrt 156 CLOSE OUT TIME REPORT sin isennenaotea dashin REN I TEE E ENARE 157 APPENDIX B APM FORMS REFERENCE ssssccssssssscesssscccscsssssccssssssceceess 158 COMMON APM FORM paus 159 AAPM PROJECTS HopM ironis sennensneo osanneet oeaiei raS Eaa EnS ANS 160 APM Projects Form EE 160 APM Projects Form FeatureS nsensesssesesssesssssesesssssrrssssersssseseessssressss
94. and enter a log entry If you need to come back to it later select In Process from the Status selection dropdown list and click the Save button The approval task status in the list at the top changes to In Process Part IV Approving a Project 96 Project Remedies Inc ActionProgram Manager 3 To approve the plan select Approved from the Status field selection dropdown list Figure 52 and click the Save button E APM ApprovalTasks Modify Oe x APM ApprovalT asks Matching Approval Ta Approval Task Name Task Type Status A amp PROUU4 Technical Approval Original APROOOES Project Manager Approval Assigned APROOOEE Technical Services Approval Task Hold A APM ApprovalTasks APR00064 Modify Action Program Manager Approval Tasks Project Info Aganva Task it Project Id Project Description APR 00064 Proj00000000024 Test Bi Project Status Project Name Project Manager Pending Approval D faz 6 allen Crouder Get Project Open Sub Tasks Ad Hoc Approval Task Sub T ask Approval Task Info Relationship Info Approval Name Approval Description Technical Approval EI This approval requires review and approval by the Bl Project Manager and YP of Technical Services Task Type Status Responsible Organization Responsible Party Original x fin Process DI Research and Develc x alen ul Assigned In Process Hold Rejected Approved Figure 52 APM Approval Task
95. anned labor hours for the task times the Responsible Person s rate As you provide APM with more detailed information it will recalculate this cost 2 Click on the Assigned Workers tab and click the Select button The selection list of skill codes opens Select a skill and click OK The location selection list opens Select a location and click OK A selection list opens displaying all of the people with that skill code in that location Additional information for each person is also displayed but their free hours are not known Select a person and click OK A dialog box opens Enter the number of hours that you want to assign to this person for completing this task Enter a number less than the planned labor hours for the task and click on the Execute button If you enter more hours than needed i e more than the total planned labor hours for the task you will get an error message and will need to adjust the assigned hours The dialog box closes and you see a summary of your selections displayed in the Assigned Workers tab Repeat as many times as you need until you ve selected all the people you need for this task 3 Click the Cost tab Note that the planned labor cost for this task is now the total of the labor hours assigned to each person times each person s rate 4 Review the Resource Management chart again and see how the resource availability has changed Opening a Task Record Once a task has been created the
96. ar belong to Remedy The APM Projects Toolbar buttons are described below Appendix B APM Forms Reference 160 ActionProgram Manager User Guide Label APM Projects Form Toolbar Details APM Projects Form Toolbar Buttons Reports AR System Button on toolbar Opens the APM Projects Report Styles form What s This AR System Button on toolbar K Click this to change the cursor to a dynamic When you click it on an object on the screen text about that object field button etc is displayed Re click the What s This button to toggle out of dynamic help mode About PRI Button on toolbar SS Displays an information box about Project Remedies Inc cant Chat Button on toolbar F Initiates a Gantt chart for the active project record List Related Approval Button on toolbar Records Opens the Matching APM ApprovalTasks form which displays D the approval process information for the displayed project My Last Submitted Button on toolbar Project Opens the last submitted project record based upon the User D Login Id Cancel Project Button on toolbar x Opens a dialog asking whether you really wish to cancel the project Click Yes or No Appendix B APM Forms Reference 161 ActionProgram Manager User Guide APM Projects Form Features The buttons and fields on this form are described in detail below They are listed in approximately the same order as they appear on the form
97. aracter ID of the person who created the task summary task or milestone record Create Date Time System generated read only Data Type Date Time Task summary task or milestone creation Date Time stamp Modified Date Time System generated read only Data Type Date Time Task summary task or milestone modification Date Time stamp Last Modified By System generated read only Data Type Date Time ID of the person who last modified the task record APM Tasks Form Dependency Tab Appendix B APM Forms Reference 181 ActionProgram Manager User Guide Predecessor Id Required for dependency relationship Data type Character Task Id of the predecessor task record in the dependency relationship May be entered manually or automatically filled when task record is selected using the Select Predecessor button Predecessor Name Required for dependency relationship Data type Character Task name of the predecessor task record in the dependency relationship May be entered manually or automatically filled in when task record is selected using the Select Predecessor button Dependency Type Required for dependency relationship Data type Selection dropdown list Defines the type of dependency relationship Selection is from Finish Start default Start Start Start Finish or Finish Finish Delay Optional for dependency relationship Data type Real number Indicates if a del
98. aracter A brief description of the task summary task or milestone Summary Task System generated read only Data type Character Name of the summary task if the current task is a sub task If the current task is not a sub task this field is blank Target Required Data Type Radio Buttons Click Yes or No to indicate whether this task summary task or milestone is a Target Shift Task Worked Optional Data Type Selection dropdown list Indicate what shift will work this task Default is Standard Workweek Other options include 2nd Shift 3rd Shift and Task Target Time Plan Start Date Optional Data type Date Time The planned start date of the task summary task or milestone This may be entered manually or calculated by the application Plan Finish Date Optional Data type Date Time The planned finish date of the task summary task or milestone This may be entered manually or calculated by the application amp Critical Path System generated read only Data type Radio button Indicates if the active task is on the critical path of the project Constraint Optional Data Type Selection dropdown list Indicates constraints on the performance duration of the current task summary task or milestone Values include ASAP ALAF FNET SNET FNLT SNLT MFO MSO Selecting any option except the first two causes the Constraint Data to appear Constraint Date Optional Da
99. arch mode and in New mode look the same with the exception of the title bar Search mode is indicated by a Search button in the upper right hand corner of the screen in the AR System title bar New mode for saving time entries will also be indicated by a button that reads Save in the upper right hand corner of the screen in the AR System title bar In Search mode data may be entered in any single field or group of fields on which to search For example simply enter a name in the Name field and click the Search button This will return all data entries with the selected name This feature is called Query By Example Project Remedies Inc ActionProgram Manager Overview of This Guide Preface This user guide is divided into the following parts Preface Provides an introduction to APM ActionProgram Manager Features Describes APM s main features Part I Overview Provides an overview of project planning and management standards used in APM and also describes basic APM functionality such as forms charts and navigation Part II Adding Resources to APM Describes how to add enterprise skills locations and organizations resources people and rates Part III Planning a Project Describes how to create a project plan Part IV Approving a Project Details how a project plan is approved Part V Working a Project Details how tasks are working provides a place for revisions and notifies a
100. are values included with APM For example the selection dropdown list for the Schedule Orientation field includes Project Start Date and Project Finish Date Part IIl Planning a Project 65 Project Remedies Inc ActionProgram Manager Open a New APM Projects Form 1 From the APM Navigation window Main Menu select New Project gt Active The APM Projects form opens in New mode as shown below E apm Projects New OT x APM Projects New Action Program Manager Projects a Heca Refresh Proj Project Status Project Name a zl E Sponsor Stake Holder Pan E Category Service Type z S Select Approval Process Priority Standard 7 Project Type x Phone ey eg Description Ir Si epartmen Account SSS El Project Details 8 Ir oy Add Contact List Contact Risk zl Proj Mgr Id Allen el Name Phone Ext Responsible Organization sl Gantt Chari Create Task Create Milestone List Tasks Milestones Use a Template Project Info Casts Task Info Task Summary Record Info Dacumentation Pools Programs Time Unit Schedule Orientation Task Notifications Business Workday Tag Base Duration fo D Days zl Project Start Date x Project Approval amp Assignment x Company sl Labor Hr fo 00 Project Plan Start Date Project Plan Finish Date Scope Changes Cost fei D Planned Duration ooo Actual Start Date Actual Finish Date Labor Hrs ooo E El Cost al Project Base Start Date Project
101. ask and milestone records APM TaskDependency Form Used to define task dependency relationships between task summary task and milestone records APM Resources Form Used to view project resources APM Approval Tasks Form Used to review the project plan approval process PRI Time amp Expense Tracking Form Used to enter work time and expenses against a task record ADM Tune Approval Form Used to review and approve or reject work time and expenses APM Risk Management Form Used to define inter project dependency relationships Three Important Background Forms Appendix B APM Forms Reference 158 ActionProgram Manager User Guide Common APM Form Features The following features are available on many of the APM forms Label APM Projects Form Details Form Icon Buttons Selection List Down Button on the form Arrow Click the down arrow buttons to open a dropdown selection list el or open a separate Selection List window presenting possible values for the field Display Field Contents Button on the form D Displays the complete contents of the field Diary Empty Button on the form Blank diary indicates there are no diary entries Diary Entries Button on the form Lines of text on the icon button indicate there are diary entries To view them click the diary button Appendix B APM Forms Reference 159 ActionProgram Manager User Guide APM Projects Form Use
102. asvased oadsenes 120 Table of Contents vi Project Remedies Inc ActionProgram Manager VIEWING WORK TIME AND EXPENSE ENTRIES scsccecssssececessecceceessnceceessaeeecnssaeeeees 121 APPROVING TIME Eeer 121 Approve Work Time and Expenses ssjcccscctsacasasasadesenpoacusespanidenesbinsiaaspingedassaanece aassann 121 PART VI COMPLETING A PROJECT eessessoesoossesssesocssessoesoceseesoesosssessosssossesss 124 CLOSINGA e VE 124 REVIEWING A PROJECT scaizgescswee das cesses vrcndeaeadis dui E E A sede 124 PART VII VIEWING A PROJECT uo sscssssscsscsssesssscconsenssocsssonssenssoeasonscssessessnssennssenss 126 GANTT CHARTS E 126 Op n d Gantt EEN 127 Comparative Gantt Chatt aens neea r tne EE A 128 PRE DEFINED Re 129 FOIE CIO enee egene 129 Project Summ ry Repot secen EAEE EEES 130 Manager EE 130 Details EE 131 All Complete ENEE 131 EE 131 All Pending Rep r teannen E E E ETS 132 Manager EN 132 New Project EIERE 132 Critical Fath Reportes n s r a aS 132 Variance Repor E 133 Not Finished Reporti ees AE AERA 133 Not Started EE essenin Eden 133 Gro p Task EE 134 User EE 135 Work Time FORO erir asia a tars Seats nese 50 EREE desbabio eeasdaaseeaxans 135 EENEG dese 136 EE 136 Print Report tege 137 PREDEFINED QUERY LISTS gege aeae aar ai ii eaa 137 To View a Ouery List EEN 137 PART VIII MANAGING RESOURCES seesoessessoesosssessossocssessossooesessossoossoessssoossosss 139 Kaiegrere e 139 APPENDIX A CHARTS
103. at were not included in the out of box APM installation E APM SkillSets New Mikl E3 APM SkillSets New Action Program Manager Skill Set Stin Skill Code Rate Status Ski fi Io Active DI Description E Effective From Date DAT v EtfectveToDae Figure 103 APM SkillSets Form APM ResourceLocations Form The APM ResourceLocations Form is the form in which enterprise locations are added and maintained E APM ResourceLocations New fet xi APM ResourceLocations New Action Program Manager Resource Locations tewak A Location Code Status loca fi Active DI Description St Figure 104 APM ResourceLocations Form Appendix B APM Forms Reference 199 ActionProgram Manager User Guide APM GroupAssociations Form The APM GroupAssociations form is the form in which the organizations or groups are added and maintained ER 4PM GroupAssociation New APM GroupAssociation New Figure 105 APM GroupAssociations Form Appendix B APM Forms Reference 200 ActionProgram Manager User Guide APM Resources Form The APM Resources Form is the form in which the individual resources people are added and maintained within APM EB APM Resources New APM Resources New Resources Action Program Manager Fesasca Name Title Phone Assigned Skills Select User Ces Se Last Name Assgn Org ID Assg Org Name Select Assan Org Client Ex
104. ates are defined See the following figures NOTE Once a project plan is approved the schedule orientation cannot be changed Part I Overview 29 Project Remedies Inc ActionProgram Manager Project Info Costs Task Info Task Summary Record Info Documentation Pools Pragrams Time Unit Schedule Orientation Task Notifications Days DI Project Start Date Project Approval amp Assignment D Project Plan Start Date Project Plan Finish Date 87472008 8 00 00 AM EJ 37872008 5 00 00 PM gJ Actual Start Date Actual Finish Date 10 12 2008 1 04 33 PM Se l e Project Base Start Date Project Base Finish Date 87472008 8 00 00 AM E 37872008 5 00 00 PM e Figure 10 Schedule Orientation Project Start Date Slack Most tasks and summary tasks in a project will have a different set of dates calculated for the early and late date sets i e the early and late start dates will be different The difference between these dates is called Slack The slack represents the amount of time that the task can move within the schedule without adversely affecting other tasks dates or the finish date of the project A project s schedule orientation has an impact on how Slack may be utilized in working a task If a project s orientation is based on the start date then a task is already scheduled to start as early as possible Its Slack is the amount of time that the task can slip to start later than the plan date Tasks which are in
105. ates for each task The system compares the early start dates for each task and the late start dates for each task If there is no difference the task is on the critical path If there is a difference the task is not on the critical path and the difference is the slack 1 e the amount of time the start of task can slip without impacting the planned end date of the project This answers the question if the project starts on a specific date when will it end Using the Project Finish Date Schedule orientation the planned finish date is entered rather than the planned start date The system starts with the planned finish date and calculates the late start and late finish dates for each task until it comes to the late start date for the first task That becomes the planned start date Then it calculates the early start and finish dates for each task and compares them This answers our initial question If we need the project to finish by a specific date when does it have to start If you need more information please contact your Project Remedies consultant with your question s Appendix C Critical Path Method Scheduling An Overview 207 ActionProgram Manager User Guide Appendix D Creating a Multi Level Project Plan Without Using a Template This tutorial explains how to create a multi level project plan in ActionProgram Manager one task and one dependency at a time For our example we will create a project plan that has
106. ay should be added to the dependency Inserts a time delay in the dependency relationship between the predecessor task and the dependent task This number may be a positive or negative number Delay Time Units System generated read only Data type Character Identifies the time units used for calculating the delay in a dependency relationship This is set based on the Time Units specified in the project record Select Predecessor Button on the tab Opens a selection list of available tasks summary tasks and milestones to create a dependency relationship with the active task record When selected automatically populates the Predecessor Id and Predecessor Name fields Submit Dependency Button on the tab Submits the dependency relationship to the APM TaskDependency form for the active task record List Dependencies Button on the tab Opens a query list of all predecessor tasks or milestones for the current task record Inter project Dependencies System generated table read only List of any inter project dependencies Double click on a record in the list to open the APM Risk Management form for that dependency Appendix B APM Forms Reference 182 ActionProgram Manager User Guide Create IPD Button on the form Opens the New APM Risk Management form for creating a new inter project dependency Modify IPD Button on the f
107. be available to work this task This facilitates the efficient use of resources Free hours If no work has been assigned to these people from other tasks the free hours shown is the average Assignable Daily Hours which is on the APM Resources form times the duration of the task If a person has said that they have 8 hours on average available for project tasks in the APM Resources form and this task s duration is 4 days the person will have 32 free hours If they only have 4 hours available for project tasks the person will have 16 free hours If work has previously been assigned to people from other APM Tasks the number of free hours is the total number of free hours for the length of the task less the number of hours previously assigned to the person during this range of dates The out of the box business rule is that a person can be over assigned Highlight a person s name go to the Hours to Assign field in the lower left hand corner of the window enter a number which is less than the total planned labor hours and click on the Assign It button to the right of the field Now highlight a second person s name go to the Hours to Assign field enter the remaining hours in the Hours to Assign field Click on the Assign It button to the right of the field Click on the Apply Changes button to the right of the Assign It button on the same line This closes this dialog box and takes you back to the APM Tasks form Click on
108. button to display a selection list of members of the Task Responsible Organization 4 Select a worker name from the list and click OK 5 Click the Save button to submit the change APM will automatically send a notification about the task labor hour assignment to the new assigned worker as well as the Task Responsible Organization and the project manager Using Task amp Project Notes During the course of a project information beyond the start and finish dates durations and work time are needed to understand the real status and progress of a specific task or the entire project ActionProgram Manager provides several ways to log this information and more at both the task and project levels Use the Project Details Field The Project Details field on the APM Projects form provides a view of the project beyond the schedule dates and work hours In addition to a convenient notepad for the project manager this field captures a chronological log of important project events and task related notes Part V Working a Project 107 Project Remedies Inc ActionProgram Manager The following three types of entries are made to the Project Details field Project Record Events Automatic entry of when the record is created status changes and project approval Project Record Notes Manual entry of project notes in the field Task Details Field Roll Up Automatic roll up and entry from the task records EE APM
109. cTol Pan 2 Hold Y non 0 00 10 13 2008 8 00 00 10 13 2008 5 00 00 100 Days Aaron Baker ocTol Pan 3 Hold Y non 0 00 10 14 2008 8 00 0C 10 15 2008 5 00 00 2 00 Days Aaron Baker OCTO 1 Phn 4 Hold N no 0 00 10 15 2008 5 00 00 10 15 2008 5 00 00 om Days Aaron Baker OCTO 1 Phn Summarytask 5 Hold Y oo 0 00 10 16 2008 8 00 00 10 28 2008 5 00 00 am Days Aaron Baker OCTO 1 Pan 6 Hold Y oo 0 00 10 16 2008 8 00 00 10 20 2008 5 00 00 3 00 Days Aaron Baker ocTol Pan 7 Hold Y no 0 00 10 21 2008 8 00 00 10 23 2008 5 00 00 3 00 Days Aaron Baker OCTO 1 Pan 8 Hold Y no 0 00 10 24 2008 8 00 00 10 28 2008 5 00 00 3 00 Days Aaron Baker ocTol Phn 9 Hold N no 0 00 10 28 2008 5 00 00 10 28 2008 5 00 00 0 00 Days Aaron Baker ocTol Phan Summarytask10 Hold Y oo 0 00 10 29 2008 8 00 00 10 31 2008 5 00 00 3 00 Days Aaron Baker ocTol Pan 1 Hold Y no 0 00 10 29 2008 8 00 0C 1041 2008 5 00 00 3 00 Days Aaron Baker OCTO 1 Pan 12 Hold N no 0 00 10 31 2008 5 00 00 101 2008 5 00 00 om Days Aaron Baker OCTO Agency Phn 1 Remove Users Hold N om 000 8 20 2008 8 00 00 10 6 2008 00 00F 500 Days Chister Department and People Clean up Aaron Baker OCTO Agency Phan 21 0CTOchster Hod N om 0 00 8 20 2008 8 00 00 10 6 2008 5 00 00 500 Days Chaster Department clean up and People Clean up Aaron Baker OCTO Agency Phn 2Check if theusers Hold H 2900 0 00 8 20 2008 8 00 00 8 26 2008 5 00 00 500 Days Chista Departm ent are active and People Clean up Aaron Baker OCTO Agency Phn 3 Cleanup dup
110. ces implementation time and the risk associated with developing customized applications APM is delivered with its forms and workflow so it is fully customizable Your technical personnel can modify the interface back end integration and functionality to customize the application for your organization ActionProgram Manager can be used as a stand alone application or used with other PRI products and or other AR system based applications For example When combined with PRI s ActionPortfolio Manager PPM it forms our IT Governance Suite When combined with PPM and PRI s Service Manager it forms our complete Service Request Application APM can be integrated with your existing AR System based applications including Change Management and Asset Management ActionProgram Manager is the only program management system that integrates with AR System based asset management application Better Communication Equals Better Program Management Typically in an AR System based incident or problem tracking system a request comes in to the help desk A task is created and someone is assigned to work the task The worker statuses the task eventually closes the task and goes on to the next one In designing ActionProgram Manager we wanted to use this basic structure but make it applicable to projects and project tasks and make it very easy to use by everyone For example we know that the largest number of projects in an IT organizatio
111. cking forms may be opened from the APM Tasks Form gt Work Time tab or APM Navigation gt Timesheet gt T amp E Tracking PRI Expense Tracking Form Use this form to track various types of expenses Expense E PRI Expense Tracking pri dell 2 E User Date of Expense Expense Amount allen bonzonm Di Expense Categor Payment Category Account Code gd gt 20020 x Charge Back Client Employee Reimbursement Receipt Keep in My List Cc C Yes C Yes C Yes C No Expense Description Si LES ES Figure 93 PRI Expense Tracking Form PRI Time Tracking Form Use this form to record the time worked against the active task B amp PRI Time Tracking pri dell 2 User Date Worked mm dd yy Reg Hours Overtime Hours aes lees IR Work Description Reviewed requirements started working out workflow l Account Code Keep in My List Figure 94 PRI Time Tracking Form Appendix B APM Forms Reference 192 ActionProgram Manager User Guide PRI Time amp Expense Tracking Forms Use these forms to review and record time and expenses against the active task and other projects To access time tracking click on the clock To access expenses click on the dollar sign TRE E ff Wis E PRI Time amp Expense Tracking pri dell 2 JISUN MON TUE WED THU FAL ET 4 00 0 00 0 00 0 00 0 00 0 00 OI fonza Figure 95 PRI Time Tracking PRI Time amp Expense Tracking pri dell 2 Tas
112. ctionProgram Manager Print Report Data To print a report click the Print Report icon in the upper left corner Pre defined Query Lists ActionProgram Manager includes a selection of pre defined query lists which can quickly provide a helpful on screen view of the project plan Depending upon the query list selected it outlines the level of the task record whether it is a task or milestone it s current status of the task the plan start and finish dates the summary task name if there is one and the predecessor task if there is one From the query list any of the task records can be opened and viewed on the screen There are seven pre defined query lists in ActionProgram Manager which can be initiated from the project record or any task record in a project plan They are List Entire Project All task summary task and milestone records in the project plan List Tasks All task records in the project plan List Summary Tasks All summary task records in the project plan List Milestones All milestone records in the project plan List Critical Path All critical path task records in the project plan List All Completed All task and milestone records with a status of Complete List All Not Completed All task and milestone records with a status of Hold Assigned or In Process To View a Query List 1 Open the project record or any related task record 2 Click on the List Tasks
113. d Report ig Report Preview APM Tasks fsihqmkt2 _ ea x fil 4 1of1 gt sl Slej be EI Total 100 3of3 Should Have Started Report Information as of 12 13 01 Project Id Proj00000000006 Project Name Aegon 1 Project Manager Allen Crouder Project Time Unit Days Project Schedule Orientation Project Start Date Plan Start Revised Group Responsible askHa atus Late Time aa edecessor pee fie WAN nts z SES Unite Plan Finish Plan Finish Ei Association Party 1 Task00000000027 Moreto Operations Hold 539 N 000 om D 127 01 5 00 00PM Bia Finance Mary Richards Approval 12 7 01 5 00 00PM 12 1001 8 00 00AM Implementation Checklist 2 Task00000000028 Execute Operations Hold 267 Ki 000 500 D 12 1041 8 00 00AM Moveto France Mary Richards Checklist 12 14 01 5 00 00PM 12 1401 5 00 00PM Operations Approval 3 Task00000000029 User Test and Hold 433 Ke 000 500 D 12 171 8 00 00AM Execute Operations France Mary Richards Acceptance 121 01 5 00 00PM 12 21 01 5 00 00PM Checklist Appendix A Charts amp Reports 151 ActionProgram Manager User Guide Should Have Finished Report ig Report Preview APM Tasks fsihqmkt2 KIKI 1of1 HPE ee o 2 100 4of4 BEES Information as of Project Id Project Name Project Manager Project Status Project Time Unit Project Schedule Orientation 12 13 01 Proj00000000006 Aegon 1 Allen Crouder In Process Days Project Start Date Sho
114. d adding tasks milestones Anyone on the project can propose revisions to a task or notify the project manager of possible impacts to the task and schedule during the working phase Only the project manager can actually modify the project schedule and plan Revise the Project Plan 1 Open the project record in the modify window of the APM Projects form 2 Change the project plan as needed You can edit the Product Details or Scope Changes field on the APM Projects form You can add modify or remove tasks and milestones 3 Save your changes Part V Working a Project 111 Project Remedies Inc ActionProgram Manager ActionProgram Manager will automatically log any revisions to the Task Details tab that will be rolled up to the Details of any Summary Tasks and to the Project Details tab of the project record For more information about the Details field see Using Task amp Project Notes on page 107 If changes are made to any other tasks in the project plan ActionProgram Manager will automatically notify the Responsible Organization manager and assigned worker of the changes Tasks and milestones added during the working phase will not have any Baseline data for use in comparative charts and variance reports Baseline data is captured for the entire project when it is executed Tasks and milestones added after approval were not part of the original plan and are not reflected in the Baseline plan Tracking Work Time
115. defined Te PIOUS acco saa EEEE EE OENE EEEE CR 50 COMMON APM FORM FEATURES sssssseeseseessesesesressrseretesserstertesseestetttnseestenreesteseesereset 52 APM Projects Form Toolbar nissernes EEE E E Ea 53 APM Tasks EEN 54 PART IT ADDING RESOURCES TO APM esssesssccsscoescosssscessecesocesocssoosssseessocssoose 56 ADDING SKILLS LOCATIONS AND OROGANTZATIONS 56 Adda Skill sce ian chev aie aisha habe eine ttt sects eene 56 Table of Contents iv Project Remedies Inc ActionProgram Manager Add EG 58 EENEG 59 UPDATING SKILLS LOCATIONS AND ORGANISATION 61 ADDING A NEW PERSON TO APM sscssasaseceanecassanetesancausonttecasnederaadeusadasenpedaateovsnadsananseaten 61 Add the New Resource to the Remedy User om 61 Add a New Resource EEN 63 PART III PLANNING A PROJECT sessoesoessessoescessessossoessessossocssessossocssessossosssesssse 65 CREATING A NEW PROJECT wsccscraarasusindats secnaacesnvdadniaeaseaascmusiadaseaasianimwestesssantusncdavsaissasunseader 65 Open a New APM Projects CHEN dgeeeeeege ege 66 EENEG 66 Enter E 67 Define the Project teren ansiisseatasspdaantaveoniadpeeansadeaeadians qebianiabeasadecuadiies 67 Save theNew Project EE eege Ee eegene 69 Expanded Functionality E 70 Ope ning a Project E 70 ADDING TASKS aieri aa e aaas i Ea eE AA 71 eegene 72 Enter Task Information E 73 Save the Task TRO CONT sisipain a a E a sax A a a 75 ASSIGNING RESOURCES TO A TASK 42 ji0sssctecadsadusicedasnsdecasauedadsas
116. der number or any other number used to manage and track projects based on business practices The options may be customized with menu list or linked to related data in other applications Managed by the AR System Administrator Appendix B APM Forms Reference 165 ActionProgram Manager User Guide Label APM Projects Form Details Project Status Required Data Type Selection dropdown list The status of the entire project which is maintained by the application as the project moved from through its life cycle from planning to completion The four project statuses are Plan This is the default status when a new project is created It is also used to re plan a project prior to approval Pending Approval This is the status when the planning is complete and waiting for approval process to be completed A project with a Pending Approval status is temporarily frozen The project cannot be modified except to be approved rejected or re planned Approved When the approval process is completed and all project approvers have changed the status in the APM Approval Tasks form to Approved the project status is Approved The project will remain in this state until the project manager clicks the Execute Project button and launches the project into the working phase In Process When the project manager clicks the Execute Project button the status changes to In Process It signifies that the project is n
117. ds on this form to add a new user e Enter the user s Login Name e Enter their Full Name e Select the License Type e Select the Full Text License Type e The Status default is Current e Select the Group List for this user 3 Complete the remaining fields on the User form as needed 4 Click Save when done EB User Modify User Matching Demo user for startup v2 APMadmin Mary Richards Mary Richards Mike Mill Mike Millar ps Bill Phelps N Current Cris Cally Floating Current Fred Lewis Floatina Current User 000000000000053 Modify BMC Remedy AR System User Form User Information Login Name fei Phelps License Type Read Fixed Floating Restricted Read Full Name few Phelps Full Text License Type None Fixed C Floating Password Application License Bi Group List APM ProjMar APM Workers xl B Default Notify Mechanism None Alert Email Email Address l Computed Group List al Status IS Current Disabled Password Management Disable Password Management For This User I Yes Force Password Change On Login I Yes Dynamic Group Access Bill Phelps xl 3 Number of Days Before Expiration Last Password Change For Policy 272572008 El Number of Warning Days a Account Disabled Date Bi Days After Expiration Until Disablement System Information Creator mikes Last Modified By Demo Greate Date 2 21 2003 1 54 51 PM Bi Aaf Date 8 21 2007 10 48 55 AM Bl B
118. duration for calculation 10 In the Labor Hrs field enter the estimated number of work hours it will take to actually complete the task They can be entered as a whole or decimal number 0 00 11 In the Responsible Organization field click on the menu list button and select a group from the list This group is assigned responsibility for the task The manager of this group will receive all notifications and alerts associated with this task in the project 12 Select the Organization ID and Name fields from the selection dropdown list After completing the task fields you should have something that looks similar to the task record in the following figure E APM Tasks Modify olx APM Tasks Task00000000304 Modify A See Action Program Manager Tasks Project Info Project Id Prejoooo0000024 Project Name faz 6 E Task Info Task Name Subtask 1 Target T Taste Task00000000304 Je e ListTasks_ Identifier Task zl Task Description El Shift Task Worked Create Milestone Status Hold zl Standard Work zl Create Task w s fa el Summary Task Gather Requirements and Design x Clear Responsible Organization Duration 5 00 Plan Start Date Jerar2008 8 00 00 AM El Constraint ASAP x Priority 1 Finance D Units Das D Responsible Person Plan Finish Date 8 8 2008 5 00 00 PM Sy Slack Mary Richards el Change Request Name Critical Path Labor Hisf20 00 Mary Richards Details Dependency Sch
119. e System generated read only Data Type Integer Sum of the project s baseline expense costs This field is set as part of the Baseline when a project is executed and cannot be modified Baseline Costs Capital System generated read only Data Type Integer Sum of the project s baseline capital costs This field is set as part of the Baseline when a project is executed and cannot be modified Baseline Costs Total System generated read only Data Type Integer Sum total of all project s baseline costs This field is set as part of the Baseline when a project is executed and cannot be modified Planned Costs Labor System generated read only Data Type Integer Sum of the project s planned costs Planned Costs Expense System generated read only Data Type Integer Sum of the project s planned expense costs Planned Costs Capital System generated read only Data Type Integer Sum of the project s planned capital costs Planned Costs Total System generated read only Data Type Integer Sum of the project s total planned costs Actual Costs Labor System generated read only Data Type Integer Sum of the project s actual labor costs Appendix B APM Forms Reference 171 ActionProgram Manager User Guide Actual Costs Expense System generated read only Data Type Integer Sum of the project s actual expense costs Actual Costs Capital S
120. e Work the Task Now that the status has been successfully changed work can begin on the task Notes can be entered in the APM Tasks form Details tab fields Work time can be entered against a task in the Work Time tab which will not be visible until the Task Status is In Process Part V Working a Project 106 ProjectName Project Remedies Inc ActionProgram Manager If needed the task labor hours can be assigned to other assigned worker s and potential problem issues can be flagged for the project manager Assigning the actual working of a Task At any time during a project the labor hours associated with a task may be assigned to any assigned worker s Tasks may need to be assigned for a variety of reasons For example the responsible person may no longer be available or is unable to complete the task or was never intended to be the actual worker of the task During the planning phase the assigned worker s may not have been specified and now during the working phase the group manager can choose to assign the task labor hours to specific worker s A tasks labor hours can be assigned by the Task Responsible Organization the project manager or the responsible person Assign Task Labor Hours 1 Open the task record in the APM Tasks form gt Assigned Worker tab 2 To remove an assigned worker select their name and click the Remove button They are removed from the task 3 Click the Select
121. e As with the planning phase ActionProgram Manager capitalizes on the multi user network environment allowing anyone working on a project to log time against it Project Managers have real time information regarding the project s progress even if the assigned staff is in different offices states or countries In order to begin working a task the worker minimally has to change the task status from Assigned to In Process That moment is logged as the start time for the task and the APM Tasks form gt Work Time tab becomes available The Project Completion Milestone When the last project task is finished the project status automatically changes to Completed and the Review phase begins At this point ActionProgram Manager automatically changes the original project record status from Jn Process to Completed All work ends on the project and the important process of reviewing the project s Baseline plan with actual performance begins Project Remedies Inc ActionProgram Manager e Everyone involved can review the project and save their lessons learned in the Project Details diary field or as an attached document The Review Phase An important aspect of effective project management is to clearly understand the differences between the project as planned and the project as implemented ActionProgram Manager has captured all the data necessary to conduct a thorough analysis including the following Baseline pr
122. e Assigned Workers tab How does the Resource Management chart look now 1 Go to the APM Navigation form If you are not at the Main Menu click on the Main Menu button Click on the Charts button then the Resources button then the Active Project button Enter the same range of dates that you have been using and click on the Show RM Chart button Note the differences Move your cursor over one of the cells in which time has been assigned A summary of the hours assigned for that day appears including the name s of the project s and task s that make up that time This is very helpful information because if a person is over assigned and they ask what they should do first you can see the tasks that make up the work for the day and prioritize accordingly Appendix E Assigning Resources to Tasks 218 ActionProgram Manager User Guide We have seen the two ways task assignments get on the Resource Management chart When the task is worked and the status of the task is changed to Complete the assignment automatically comes off the Resource Management chart If you have any questions about this functionality please contact your PRI consultant or your internal ActionProgram Manager trainer Appendix E Assigning Resources to Tasks 219 ActionProgram Manager User Guide Appendix F Service amp Support Service and support for ActionProgram Manager and other products from Project Remedies Incorporated can be obtained fr
123. e Management chart will be generated showing how busy each person is Most likely no tasks have been assigned to anyone so all of the boxes on the chart are probably white and there is a zero in each box White indicates that no time has been assigned Later we will discuss what green yellow and red mean Click on the Red X in the upper right hand corner to close the chart Click on the Cancel button on the dialog box which closes the dialog box Assign People to Tasks Using the Required Resources Tab l On the APM Navigation form click on the Main Menu button If you have previously created a project plan you might want to use that project plan for the rest of this exercise Please make sure that the start date of the project is Appendix E Assigning Resources to Tasks 214 ActionProgram Manager User Guide next Monday If not create a project plan using the AR System Implementation template use the Planned Start Date orientation and use next Monday as the planned project start date 2 When the project plan has been created click on the List Tasks Milestones button select 1 List Entire Project and click on OK This opens the APM Tasks form If you scroll down you will see all of the tasks Summary tasks Tasks and if you have any Milestones that make up this project plan 3 Highlight the first task i e the first task that has the Identifier of Task Resources are not assigned to Summary
124. e Status field is set to Hold which is the only status a task can have prior to approval of the project plan E APM Tasks New APM Tasks New Projda000000024 Figure 38 APM Tasks Form Part IIl Planning a Project 72 Project Remedies Inc ActionProgram Manager Enter Task Information 1 In the Task Name field enter a unique name for the task The same task name cannot be used for more than one task in the same project Use the dropdown arrow next to this field to view a list of existing tasks In the Task Description field type a brief description of the task For a larger edit screen click on the display field contents button to the right of the field Use the Target Task radio button to indicate whether this is a Target Task Target Tasks are only used for Schedule Orientations of Task Target Date The Status field default is Hold Do no change it After the project has been approved and executed into the Working Phase then the project manager may change the status to Assigned or an Assigned Worker may change the status to Jn Process while working and Completed to indicate the task is done The Plan Start Date and Plan Finish Date of the task are calculated automatically based on the plan start and finish dates defined for the project and the Labor Hrs and Duration fields on the task If a task start or finish date is not to be determined by dependencies upon other task start f
125. eateccavveds 107 Assion Task Labor ege deeg 107 USING TASK amp PROJECT Ne e 107 Use th Project Details EE eege eege 107 Make an Entry in the Project Details Field cccccccccccssssssccsssrsccessssnseecsessnsecsenees 108 View the Project DCL E va sa anesscSinsetnadranclceassxatuanranaiaaavenassmaiad wine cavenseliaanbieas 109 Note Scop Chanbes eege 109 Use the Task Details Tab sinnn cocinan ntd oaas 109 Make an Entry in the Eelere 109 View the Task Details Field Ee ssccsstccecsiaadccncauinsvaasasucteasiasteatasustecdateseastadseeases 109 ADDING PROJECT DOCUMENTATION ajassssisaseansnnaseanstansodesuaqeeansdaeseasosaseesendanseaesoeaceeanten 110 COMPLETING TASKS amp ML ES 110 Completed NEEN III Actual Finish Date Eeer 111 REVISING THE PROJECT PLAN oo hcs as ydeety an RR I R 111 Revise th Project ee eege 111 TRACKING WORK TIME amp EXPENSES 0 sscsasscavsuassssantoasenes vsasssusrdetessbnessnnssvaneavenassasanvens 112 Open Time and Expense Sheets From the APM Navigation Fam 112 Record Your Work Tome 113 Record E 116 Edit Your Time and Expense Entries isis cccxsass cxcsaatestasaatasadahatseiuaiasddesianigceostaas eacses 118 Enter Your Work Time and Expenses In the Work Time Tab 118 Enter Your Work Time and Expenses From the Work Time Tab 118 View Task Time and Expenses nnnseeseeneeessessessserssssessseessressrsssesrsssersseesseesserssee 119 Enter Non Task Work Time amp Expenses ecsvissntsarseavessrasuoidssaceaidesasvalnaves
126. ecord for this project Define the Second Summary Task 1 Click on the Create Task button on the APM Projects form The APM Tasks form opens Enter at least the required parameters e Task Name Please name this task Summary task 2 e Responsible Person e If you do not enter a Planned Duration APM defaults to 1 day 3 Change the Identifier from Task which is the default to Summary Click on the down arrow next to the WBS field A window will open Select Place Task after the Selected Task and click on OK x1 will appear in the WBS field Click Save This saves the record closes the APM Tasks form and takes you back to the APM Projects record for this project This changes the x1 in the WBS field to 2 Define the Third Summary Task 1 Appendix D Click on the Create Task button on the APM Projects form The APM Tasks form opens Enter at least the required parameters e Task Name Please name this task Summary task 3 e Responsible Person e If you do not enter a Planned Duration APM defaults to 1 day Change the Identifier from Task which is the default to Summary Creating a Multi Level Project Plan Without Using a Template 209 ActionProgram Manager User Guide Click on the down arrow next to the WBS field A window will open with 2 choices Select Summary task 2 and click on OK Another window opens with 2 choices Select Place Task after the Selected
127. ect Managers Approval C Approve Reject Goto Time amp Exp Tracking Sieft Date Worked mm dd yy e Work Description Goto Expense Tracking Reg Hours Overtime Hours Total Hours OT Charged Total Charged Charge Code Account Type e Figure 72 PRI Time Tracking form Time and expenses entered here may or may not be entered against a project Bold fields are required fields Non project time and expenses may be entered on this form This form works the same way as the other time and expense forms described in the previous sections 2 When you re done entering your time and expenses click Save Viewing Work Time and Expense Entries You may view work time and expense records in the same forms listed in the sections above that are used for entering Approving Time amp Expenses This task is completed in the PRI Approve T amp E form as described below Approve Work Time and Expenses 1 Select APM Navigation gt Time Entry gt Approve T amp E Part V Working a Project 121 Project Remedies Inc ActionProgram Manager The PRI Approve T amp E form opens displaying the Time Approval sheet for the current week E PRI Approve T amp E pri dell 2 xi Proj Manager User Taskid Td TaskName Reg Hours OT Hours _ booae Figure 73 PRI Approve T amp E Time Approval form 2 Use the Week Of calendar to select a different week and
128. ect 110 Project Remedies Inc ActionProgram Manager Summary Tasks are automatically completed when all related sub tasks and milestones have been completed When the last Summary Task sub task is changed to a status of Complete then APM automatically sets the Summary Task status to Complete Milestones are automatically completed when the last predecessor task record is completed APM automatically sets the status to Complete Complete a Task 1 Open the task record in a modify window of the APM Tasks form 2 In the Status field select Complete from the menu list 3 Click the Apply button on the toolbar to submit the status change Actual Finish Date When a task s status is changed to Complete a date and time stamp is recorded as the actual finish date for the task ActionProgram Manager automatically enters it in the Actual Finish Date field on the APM Tasks form This entry cannot be modified The Actual Finish Date is then used for all reports and Gantt charts In comparative charts and variance reports it is compared against the Baseline value recorded in the Base Finish Date field Tasks with a status of Complete are defined with the Actual Start Date and Actual Finish Date Revising the Project Plan Although every effort may be made when starting a project during the planning and approval phases once work begins revisions may still need to be made to accommodate changes This may involve revising tasks an
129. ecutable Path Web Chatting No d Assignments Use Select User below Rate ste 100 00 Employee D sl No Extension Consulting Organization Dept OT Req Appr es es ee ssigned Location icense Type Resource Type BS GE No First Name Effective From Date DATE Assignable Daily Hours Effective To Date 8 000 Status User Reg Appr Overtime Factor Exp Hours x fic Joan Skill Requil Hours Figure 106 APM Resources Form Appendix B APM Forms Reference m Resource Management Displays Organization D fall sl fa x Resource Location fan x Ju x From To stimestamPs Si Project ID fa z _Srow AM cran 201 ActionProgram Manager User Guide Appendix C Critical Path Method Scheduling An Overview ActionProgram Manager keeps track of 10 dates for each task This section of the User Manual describes how Critical Path Method date calculators work including ActionProgram Manager s and how each of these dates is calculated This section discusses the following terms Critical Path Critical Path Method date calculations Project Start Date schedule orientation Project Finish Date schedule orientation Early start date Early finish date Late start date Late finish date Planned start date Planned finish date Dependencies Dependency types Finish to start Finish to finish Start to start Start to finish Slac
130. ed NOTE The Submit Dependency button is the only way to save a dependency relationship Using the toolbar button or menu selection for Apply will not save the dependency 8 Repeat steps 2 7 above to create additional dependency relationships for this task record Part IIl Planning a Projet gq Project Remedies Inc ActionProgram Manager View the Dependency List To view a list of dependency relationships in a project 1 Click on the List Dependencies button on the form The APM Task Dependency form opens displaying a list of all the dependency relationships in the project 2 Select a dependency from the list at the top and view its details in the main body of the form The main purpose of this form is to provide dependency relationship information The Display buttons open the forms for the Project Predecessor Task and Dependent Task However this form also provides the interface to make changes to the dependency including canceling it E APM TaskDependency Modify APM TaskDependency Matching Predecessor Task Name Dependent Task Name Z 6 Sub task 3 Sub task 11 APM TaskDependency Depn00000000229 Modify Action Program Manager Task Dependency H Details Project Name Project Id faze Prejooooao0002 Select Proiect Predecessor Task Name Predecessor Id Display Sub task 3 Ki Task000000003 Select Predecessor Status Dependency Delay Delay Units Valid
131. ed to manage the detailed planning and the active project life cycles The following diagram illustrates the life cycle phases in ActionPortfolio Manager and ActionProgram Manager clearly indicating the split between proposed blue background and active green background projects ActionPortfolio Manager ActionProgram Manager Define Proposed Approve Proposed Implement Project Plan Detailed Plan Current Gate Level Current Gate Level Project Status Gaie Approved Pending Approval Execute the Gated Approved Project This is where project Proposed Project Project Plan Starts Now Approval Approval Active Figure 2 Project Life Cycle Phases amp Project Status Gates The following list discusses the Life Cycle Phases amp Project Status Gates diagram The main life cycle phases Define Proposed Approve Proposed Implement Project Plan Detailed Plan and Work Plan are shown with the corresponding Current Gate Level field and Project Status field values listed below them The gate level values in PPM are system generated and read only These values can be included when selecting data for charts so management can sort all projects within the system by life cycle phases The thin vertical red lines indicate the approval process barriers Both the proposed project and the project plan must be approved before the project can move past these barriers to the next phase The thick vert
132. ed with the task record The Task Responsible Organization manager specifies the Task Responsible Party and can re assign to another member of the group during the project Each task must have a Task Responsible Party If one is not specified APM automatically enters the Task Responsible Organization manager as the Task Responsible Party for the task Assigned Worker An Assigned Worker is someone that works on a task but is not specifically assigned responsibility for its successful completion To enter work time against a task a worker must be a member of the Responsible Organization for that task Part Overview 27 Project Remedies Inc ActionProgram Manager Project Schedule ActionProgram Manager provides the schedule information necessary to successfully create and manage a project plan including Project Schedule Calculated Dates Schedule Orientation Slack Critical Path For a detailed discussion of how APM manages project scheduling please see Appendix C Critical Path Method Scheduling An Overview Project Schedule ActionProgram Manager uses three different versions of the project schedule over the course of a project Each represents a different perspective of the same project plan and it is important to understand the differences These schedules are Plan Schedule This schedule is created during the planning phase and implemented during the working phase of a project The Plan
133. edule Required Resources Cost Assigned Workers Ext App Details Issues Attachments Created B at D Ice MaxSize attachtabel Te Lal Scope Changes Greate Date Time 8 6 2008 1 25 28 D AModtiiied Date Time 87272008 17 29 54 El Change Log Last Modkiied By Allen El Figure 39 Completed Task Record Part IIl Planning a Projet 24 Project Remedies Inc ActionProgram Manager Save the Task Record 1 Before saving the task review all fields on the form to make sure they are entered correctly 2 To save the task record click the Save button in the upper right corner of the form E APM Tasks Modify APM Tasks Task00000000304 Modify Standard Workwe l Figure 40 Saved Task Record 3 The following changes occur to the task record when you save it e The Task Id field now contains a task record number e The Plan Start Date and Plan Finish Date fields contain date and times e The Slack field has been calculated and set If the Slack field is 0 00 then APM automatically set the radio button Critical Path Part IIl Planning a Project 75 Project Remedies Inc ActionProgram Manager Clicking on the Details tab on the form will show that the fields Created By Create Time Date Last Modified By and Last Modified Time Date have been set with the User Login Id and the date time stamp when the record was saved The Created By and Create Time Date fi
134. eguest iD 000000000000053 Unique Identifier no ID GENERATED Figure 34 Adding a New Resource to the Remedy User Form Part Il Adding Resources to APM 62 Project Remedies Inc ActionProgram Manager NOTE A complete description of how to complete this form and administer the AR System users is beyond the scope of this user guide See the AR System Administrator for more information The new resource can now be added to APM as described in the next section Add a New Resource to APM Once a person has been added to Remedy they can be added to ActionProgram Manager 1 Open the APM Resources form in New mode 2 Complete the form to add a new resource to ActionProgram Manager EB APM Resources Modify APM Resources Rsrc00000000025 Modify Action Program Manager Resources n License Type Fesasccv Name Use Select User below Rate Resource Type Status User Reg Appr Rsre0000000 Tom Wesson Ia oo Employee x Licensed zl No x Title Extension Consulting Organization Dept OT Req Appr Systems Analyst E re T 422 1611 No z Assigned Skills Assigned Location Overtime Factor Exp Hours sa el ra gt fico fo 00 Select User Login Last Name First Name Effective From Date Tom Wesson Wesson Tom 11 6 2008 sl Assg Org Name Assignable Daily Hours Effective To Date Assgn Org ID Select Assgn Org AssoO000000000 Research and Develop fa DO mees z Clien
135. elds can never be changed The Last Modified By and Last Modified Time Date fields will automatically be set each time the project record is modified e Clicking on the Schedule button on the form will show that the fields Early Start Date Early Finish Date Late Start Date and Late Finish Date are set with dates and times These have been automatically calculated and scheduled by APM Assigning Resources to a Task There are two ways of assigning people i e resources to tasks using the APM Tasks form 1 using the Required Resources tab and 2 using the Assigned Workers tab Both methods are described in this section Although assigning resources to a task is fairly straightforward it can also be complex depending on your project plan For a detailed tutorial on assigning resources to tasks see Appendix E Assigning Resources to Tasks Generate the Resource Management Chart To view a summary of how busy people are you might want to generate the Resource Management chart before assigning them to tasks 1 From the APM Navigation form select Charts gt Resources The APM Resources dialog box opens This is where you define the data you want to see in the chart 2 Enter a range of dates in the From and To fields complete the other fields as needed and click Show RM Chart 3 The Resource Management chart opens This chart shows how busy all your resources are The boxes are color coded e If no time has been assigned t
136. en a task record directly from the APM Navigation form select Time Entry gt Task Work The APM Dialog Boxes dialog opens Enter the project name and task name or select them from the dropdown lists Click the Execute button The APM Tasks form opens Open the Work Time tab where buttons are provided that will open the time and expense entry forms Again continue with the instructions in the Record Your Work Time and Record Your Expenses sections below NOTE The task Status must be n Process for the Work Time tab to be available To enter non project related hours and expenses such as vacation time sick time or travel expenses select Time Entry gt NonProject gt Enter Time The New PRI Time Tracking form opens where you can enter non project hours and expenses Continue with the instructions in the Enter Non Task Work Time amp Expenses section below Record Your Work Time The PRI Time amp Expense Tracking form timesheet provides a convenient way to enter work time and expenses for multiple projects or to record time and expenses for the same task over multiple days 1 From the APM Navigation form select Time Entry gt Timesheet The PRI Time amp Expense Tracking form opens displaying your total time for the current week Figure 62 Part V Working a Project 113 Project Remedies Inc ActionProgram Manager E PRI Time amp Expense Tracking pri dell 2 Time amp Expense Sheet for fallen
137. endix D Creating a Multi Level Project Plan Without Using a Template 210 ActionProgram Manager User Guide 1 Click on the Create Task button a second time A window opens Select Create a Sub Task for the Current Task and click on OK A new record opens 2 Enter at least the Required fields e Task Name Please call this task Sub task 2 e Responsible person e Please enter a planned duration of 2 days If you do not enter a planned duration APM will default this to 1 day e Please leave the Identifier as Task e Click on the down arrow next to the WBS field A window opens Select Place Task After the Selected Task and click on OK x1 appears in the WBS field 3 Click Save and then F5 to refresh the query Please note that Sub task 2 is also beneath Summary task 1 sits after sub task 1 and has a WBS code of 1 2 Add the Third Sub Task Under Summary Task 1 Summary task 1 is still highlighted 1 Click on the Create Task button a third time A window opens Select Create a Sub Task for the Current Task and click on OK A new record opens 2 Enter at least the Required fields e Task Name Please call this task Sub task 3 e Responsible person e Please enter a planned duration of 3 days If you do not enter a planned duration APM will default this to 1 day e Please leave the Identifier as Task e Click on the down arrow next to the WBS field A windo
138. ent and situation is different However whether you hire PRI to install the software or if you decide to install it in house many of the following steps will need to be completed L Software Installation A Install the software on test development server B Complete the validation test plan C Train the AR System administrator D Train the trainer ll Requirements Review A Brief requirements review 1 Review and finalize proposed project active project life cycle Project Remedies Inc ActionProgram Manager Preface 2 Identify any application gaps 3 Customize applications as necessary B Work with IT Management 1 Define menu item selections PPM 2 Define approval processes APM 3 Define skills locations organizations resources people resource rates Once these have been defined in APM they are available in PPM 4 Define project templates APM 5 Define notification and escalation rules APM 6 Define security permissions APM 7 Define default work schedule and holidays APM 8 Define cost accounts APM 9 Define notification interfaces APM 10 Define the number of people by skill location and organization PPM 11 Define initial dashboards for key users PPM Configure ActionPortfolio Manager ActionProgram Manager on Remedy Test Environment Load data into APM Test email and other notification interface s System test I a Ww p User t
139. eplaced with an Approval Process label and Reselect Approval and Execute Approval buttons The approval process you selected is displayed below them Part Ill Planning a Project 67 Project Remedies Inc ActionProgram Manager e To select a different approval process click the Reselect Approval button which reopens the Selection List for you to make another selection Select the appropriate Risk field level None Low Medium or High 4 Template If you wish to apply a project template click the Use a Template button which opens the selection list of existing task templates Select a template and the following changes occur to the project e The Use a Template button is replaced with the Clear Template button until you save the project plan at which time it changes back to the Use a Template button e The template tasks are added to the project and are now listed in the Task Info tab If you do not select a template the Task Info tab will remain empty until you create tasks later in the planning phase e The Project Plan Start Date and Project Plan Finish Date are calculated according to the Schedule Orientation the Start or Finish date you entered and the duration of the template tasks e The project also now includes values for planned labor hours and budget again calculated based on the data in the template you selected e Tasks added by the template may be modified You can add more tasks and edit
140. er Plan Start Date and Plan Finish Date in ascending order Manager Cost Report See Above HOURS TIME New Project Report The New Project Report provides a list of all new projects Critical Path Report The Critical Path Report provides a list of all tasks on the critical path of the project The report includes Task Id Task Name and Status Plan Start Finish and Revised Finish Dates Part VII Viewing a Project 132 Project Remedies Inc ActionProgram Manager Dependency Relationships Responsible Organization and User This report has a two tier sort by Plan Start Date ascending and Plan Finish Date ascending Variance Report The Project Variance Report provides a comparison of the Baseline project plan to actual project results It includes Task Id Task Name and Level If itis on the critical path and Slack Base and Actual Start Dates and Variance Base and Actual Finish Dates and Variance Responsible Organization and User This report has a two tier sort by Base Start Date ascending and Base Finish Date ascending Not Finished Report This report compliments the Should Have Started Report by identifying those tasks that should have been finished by the report date When used together these reports can provide valuable insight to the real source of project delays The report includes Task Id and Task Name Task status Calculates the amount of time
141. esearch and Development allen 12002 8 00 0 00 8 00 EET Research and Development Research and Development allen 120402 3 00 DO 3 00 1 390 00 Sub Total 11 00 0 0 11 00 9 980 00 Execute Implementation Checklist Research and Development Research and Development allen 120802 40 DI 40 1 800 00 Research and Development Research ard Development allen 121002 4 00 DO 4 00 1 800 00 Research and Development Research and Development allen 121302 10 00 10 00 4 500 00 Research and Development Research and Development allen 121202 2 00 2 00 900 00 Sub Total 2 00 Dm 20 00 9 000 00 Execute Operations Checklist Research and Development Research and Development allen 121602 SI 80 3 600 00 Research and Development Research and Development allen 121702 40 4 00 1 800 00 Research and Development Research and Development allen 121802 40 40 1 800 00 Sub Total 16 00 16 00 7 200 00 Total go 0 00 gO 24 150 00 Appendix A Charts amp Reports 155 ActionProgram Manager User Guide Sick Vacation Time Used Report Sick Vacation Time Used Report Worker allen Date from 12 31 01 Department Engineering Date to 1 11 02 Work Description OT Hours Total Hours Vacation Time 50010 Personal Vacation Time 1302 8 00 0 00 8 00 Personal Vacation Time 17402 8 00 0 00 am Personal Vacation Time 1702 2 00 0 00 am Personal Vacation Time 1802 8 00 0 00 8 00 Personal Vacation Time 1902 8 00 0 00 8 00 Personal Vacation Time 171002 8 00 0 00 8 00 Persona
142. ess and Completed Manager Cost Report This report summarizes each project manager s progress It lists all the projects assigned to each manager and compares the project budgets with their actual costs The Manager Cost Report is organized by Project Name and includes Project Name Project Status Planned budget of Total Budget Actual amount spent to date of Total Actual Planned to Actual Variance Planned to Actual Variance Total Budget and Actual values for all the manager s projects combined Part VII Viewing a Project 130 Project Remedies Inc ActionProgram Manager This report is sorted by Project Name alphabetical Project Status ascending and Budget descending Details Report This report provides a detailed summary of all tasks and milestones in a project The Project Details Report is organized by Responsible Organization and includes Responsible Organization and User Task Name and status If itis on the critical path and slack Dependency Relationships Plan Start Plan Finish Dates and Duration Actual Start and Finish Dates This report has a two tier sort by Responsible Organization ascending and Assigned Worker ascending MANAGEMENT All Complete Report This report provides a one line summary of each completed projects including a comparison of Baseline and actual project plan data The following information is included Project Manager and
143. ess described to approve the project plan Executing a Project Executing the project plan is one of the most important steps in ActionProgram Manager This action creates the Baseline plan and launches the project into the Working Phase Part IV Approving a Project 98 Project Remedies Inc ActionProgram Manager Execute a Project When you re ready to begin working on the project complete the following 1 Open the project record The Project Status is Approved Figure 53 2 Click the Execute Project button The Project Status changes from Approved to In Process and all approval process buttons are removed from the form Figure 54 jects Modify APM Projects Proj00000000024 M Action Program Manager Projects Esseg Kee ieee P Project Status Project Name AZ 6 S RB Sponsor Stake Holder JinProcess 2 Category Service Type x David Rich xl Priority Standard x Project Type x Phone E 212 Department Fi ees Bi Eset pane Account 20020 sl Project Details fe wee TW Add Contact List Contact isk one Proj Mgr Id Allen x Name allen Crouder Phone Ext Responsible Organization Network Operations sl Gantt Cal Create Task Create Milestone List Tasks Milestones Usea Template Project Info Costs Task Info Task Summary Record Info Documentation Pools Pragrams Time Unit Schedule Orientation Task Notifications Business Workday Tag Base Duration 26
144. et To Thu Aug 28 17 00 00 2008 Saturday August 02 2008 11 25 50 AM APMadmin Project Finish Date Set To Tue Sep 02 17 00 00 2008 sl Diary Editor Gk Cancel Figure 9 APM Projects Form gt Project Details field Diary Although a project plan is approved the project does not actually start until the project manager clicks on the Execute Project button on the APM Projects form Then the first or earliest task s of the project changes status from Hold to Assigned To maintain accurate tracking records ActionProgram Manager records the project s actual start date when the project starts It records the actual finish date when the last task or milestone changes to a status of Completed Part I Overview 25 Project Remedies Inc ActionProgram Manager Project Roles Whether the project is large or small project management has different roles or functions which contribute to the effective planning and successful completion of each project The application defines them separately however in reality a single person may have responsibility for multiple roles The project roles in ActionProgram Manager are Project Sponsor Stake Holder Project Manager Project Approver s Task Responsible Organization Task Responsible Party Assigned Worker s Project Sponsor Stake Holder The Project Sponsor Stake Holder originates the need for the project Sponsor information is documented in the original p
145. et to Hold 4 Complete the remaining fields as outlined in Adding Tasks above Save the sub task by clicking the Save button on the form The Identifier field value of the original task has been changed from Task to Summary Task The Plan Start Date Plan Finish Date Duration and Planned Labor Hour fields can no longer be modified manually As a summary task these fields are automatically calculated and set by APM based upon the values of related sub tasks sub milestones and their dependency relationships From this Summary Task record additional sub tasks and milestones can be created To do this click on the Create Task button and repeat the steps outlined above An unlimited number of sub tasks can be created To retrieve the sub task record just created follow the steps outlined in page 70 Part Ill Planning a Project 80 Project Remedies Inc ActionProgram Manager Defining Milestones A Milestone marks a significant point in time in a project plan A Milestone has no duration or work associated with it In ActionProgram Manager a Milestone record is created in a very similar manner as a Task record This section describes the following steps used when creating Milestone records Create a Milestone Create a Sub Milestone Create a Milestone 1 Open the project record 2 Click the Create Milestone button on the APM Projects form A New APM Tasks form opens The Identifier is Milestone ES A
146. from the selection dropdown lists and calendar on the tab e i Required Resources Cost Assigned Workers Ext App Details Dependency Schedule User Date Worked mm dd yy Account Expense Alen 1071272008 12 00 00 aM _ 20020 sl Time SA Hours Finished Est Time Remaining Group Association Jooo 20 00 Network Operations x TE e Si Figure 69 Work Time Tab 2 Click the Time button to record your hours The PRI Time Tracking form opens with the User Date Worked and Account Code filled with the values you selected Figure 70 B amp PRI Time Tracking pri dell 2 User Date Worked mm dd yy Reg Hours Overtime Hours Work Description Reviewed requirements started working out workflow vg Account Code Keep in My List Figure 70 PRI Time Tracking Form Part V Working a Project 118 Project Remedies Inc ActionProgram Manager 3 Enter your work hours into the Reg Hours field or Overtime Hours if overtime e Hours are always entered as whole hours and or increments of hours in a decimal format e For example two hours is entered as 2 or 2 00 two and half is entered as 2 5 or 2 50 etc 4 Inthe Work Description field enter a description of the work performed and click Save The form closes Your work time is recorded in the project You may need to refresh the Timesheet to see your time reflected in the Work Time tab Hours Finished and Est time Remainin
147. g fields 5 Click the Expense button to record your expenses The PRI Expense Tracking form opens Figure 71 User Date of Expense Expense Amount allen 0722008 xf Expense Categor Payment Category Account Code 20020 xl Charge Back Client Employee Reimbursement Receipt Keep in My List Yes C Yes C Yes C No Expense Description Figure 71 PRI Expense Tracking Form 6 Complete your expense information and click Save Your expense information is registered in the project View Task Time and Expenses To view all time worked on this task and all expenses as well click the Work Time tab T amp E button to open the Timesheet Although a single person is assigned responsibility for a task multiple people may actually work on it and have time to log against the task The User field on the APM Tasks form allows time to be entered on behalf of any worker regardless of the assigned worker for the task or the active Login Id when the time entry is made Part V Working a Project 119 Project Remedies Inc ActionProgram Manager When a work time entry is made ActionProgram Manager automatically updates the following fields on the task record Hours Finished The sum of all work hours entered for this task Est Time Remaining The difference between the value in the Hours Finished field and the Planned Labor Hrs field If the planned labor hours were not estimated field value 0 00 dur
148. gainst the active and other tasks Appendix B APM Forms Reference 184 ActionProgram Manager User Guide APM Tasks Form Required Resources Tab Add Button on the form Opens the Selection List of personnel resources to choose for this task The selected resource s are displayed in the tab Remove Button on the form Removes the selected resource from the task Assign Button on the form Opens the Assignment Form which provides information about the cost and schedule availability of the selected resource Required Resources List System generated table read only List of required resources Double click on a resource in Required Resources tab to open the Required Resources Reqr Form APM Tasks Form Cost Tab Baseline Costs Labor System generated read only Data Type Integer Sum of the project s baseline labor costs This field is set as part of the Baseline when a project is executed and cannot be modified Baseline Costs Expense System generated read only Data Type Integer Sum of the project s baseline expense costs This field is set as part of the Baseline when a project is executed and cannot be modified Baseline Costs Capital System generated read only Data Type Integer Sum of the project s baseline capital costs This field is set as part of the Baseline when a project is executed and cannot be modified Baseline Costs Total
149. gnments and resources skills locations and group associations Resource management charts are provided with multiple detailed summary views Inter Project Dependencies Inter project dependency relationships can also be defined Dependency Relationships Dependency relationships can be defined between tasks and milestones to ensure that a project is implemented on the right schedule and in the right sequence User Defined Approval Processes APM provides a mechanism to secure alignment with your business goals and priorities by embedding user defined approval processes into each project Formal Project Approval Process APM separates the planning and working phases of a project with a formalized project approval process Project approval is controlled through the Approval button and can only be implemented by a user with approval permission Upon project approval a log entry is recorded showing the date time stamp and User Login Id When the project is started Oe executed a Baseline plan is captured and the project formally begins the working phase ActionProgram Manager Features 10 Project Remedies Inc ActionProgram Manager Templates One of the most important features of APM is the introduction of templates to promote quick project starts and best practices in project management A template is a series of tasks and the relationships between them Several templates are included with each installation
150. h Date 68 69 Project Plan Start Date 68 69 project record 120 Project Record original 20 Project Roles 26 project schedule 31 Project Schedule 21 28 Project Schedule Orientation 204 Project Schedules 202 project start 18 Project Start Date 29 Project Start Date Schedule Orientation 204 project status 99 Project Status 67 124 Pending Approval 91 Plan 91 project toolbar 70 projects opening 70 Projects Form 66 proposed project 90 proposed projects 13 Query By Example 6 rate defined 223 Rate skill 57 reassigning a task 107 recalc defined 223 Recalc 222 Refresh 70 Remedy User Form 62 re planning a project 94 replanning an approved project 98 re planning an approved project 98 report exporting data 136 reports 142 printing 137 Reports 49 50 228 ActionProgram Manager User Guide Critical Path 133 Group Task 135 Manager Cost 131 Not Finished 133 Not Started 134 Project Details 131 Project Summary 130 Project Variance 133 running 129 Summary 131 User Task 135 Work Time 135 requesting task changes 111 Required Resources Reqr Form opening 185 Required Resources tab 77 Reselect Approval 92 resource availability 139 resource charts 139 Resource Management Chart 140 resources adding 56 adding to APM 63 assigning people to a task 76 assigning to tasks 214 defined 223 viewing 139 responsible organization 67 defined 223 Responsible Organization
151. h Date Labor Hrs om E Cost a bo E Figure 16 APM Projects Form Part Overview 38 Project Remedies Inc ActionProgram Manager APM Tasks Form The APM Tasks form is the form in which the task summary task milestone and dependency relationships of a project are created modified managed and tracked by the Project Manager Responsible Organization manager and Assigned Worker during the working phase E APM Tasks New APM Tasks New Figure 17 APM Tasks Form Part Overview 39 Project Remedies Inc ActionProgram Manager APM Task Dependency Form The APM Task Dependency form is where task dependencies are stored Dependency relationships of a project are created modified managed and tracked in the APM Tasks form by the Project Manager Responsible Organization manager and the Assigned Worker during the working phase APM TaskDependency Modify Figure 18 APM Task Dependency Form Part Overview 40 Project Remedies Inc ActionProgram Manager APM Approval Tasks Form The APM Approval Tasks form is the form in which the approval process is reviewed and updated by the approval managers Each manager reviews the planned project in turn and may Approve Reject or Cancel it After they select the Status to reflect their decision and click Save their choice affects the next approval task down in the process cascade E APM Ap
152. he Project Details field of the project record View the Task Details Field Entries 1 Open the task record in a modify window of the APM Tasks form Part V Working a Project 109 Created By falen E Greate Date Time 8 6 2008 11 25 26 Wade Date Time 1012 2008 217 12 Last Modiied By APMadnin Project Remedies Inc ActionProgram Manager 2 Inthe Task Details field click on the button to the right of the field The Diary Editor box opens and you can view all entries EE APM Tasks pri dell 2 Details Issues Fie Edit view Diary History Saturday October 11 2008 7 54 47 PM APMadmin Assigned user notified of project approval Sunday October 12 2008 1 04 33 PM Allen Assigned user notified of task status change to Assigned Diary Editor mm Cancel Figure 61 Task Details Field 3 Click the Cancel button to exit Adding Project Documentation One of the most challenging aspects of any project is keeping track of all the various files that go with it Use the APM Projects form gt Record Info Documentation tab to attach these files directly to the project record Click on the paperclip icon to attach a file Completing Tasks amp Milestones Tasks summary tasks and milestones are accomplished differently in ActionProgram Manager Tasks in APM are completed only when the work is finished and the status of the task record is changed to Complete Part V Working a Proj
153. he box is white e If the person is 1 80 busy the box is green e If the person is 81 99 busy the box is yellow e Ifthe person is 100 or more busy the box is red Additional tasks can still be assigned to this person Part Ill Planning a Project 76 Project Remedies Inc ActionProgram Manager 4 These calculations are based on the number of hours assigned to that person for that day divided by the Assignable Daily Hours entered for that person in the APM Resources form The Assignable Daily Hours is the average amount of time that person has each day for project tasks 5 Click the red X in the upper right corner to close the chart Close the dialog box Assign Resources Using the Required Resources Tab Follow these steps to assign resources to a task using the Required Resources tab on the APM Tasks form 1 Open the APM Tasks form for the task you need to assign and click on the Required Resourced tab 2 Click the Add button The list of skill codes opens Select the skill code needed for this task and click OK The list of locations opens Select the location where this task will be worked and click OK Enter the number of people who will be working this task 3 Click on the Costs tab Note how the cost has changed 4 On the Required Resources tab highlight the resource code entered and click the Assign button The APM Assignment form opens e Click in the middle of the window to refresh its conte
154. he individual reports included with ActionProgram Manager Run a Report Reports may be run from the APM Navigation form The reports are listed below organized the same way they are organized on this form E APM Navigation Search Mil E3 ACTIONPROGRAM MANAGER DETAILS HOURS TIME WORKLOAD CHARTS Project Remedies Inc Figure 76 APM Navigation gt Reports Part VII Viewing a Project 129 Project Remedies Inc ActionProgram Manager DETAILS Project Summary Report This report provides a one page summary of a project s progress and success It is run for a specific project and provides the following information Dates This portion of the report outlines the start and finish dates for plan Baseline and actual start and finish dates It provides the variance between the Baseline and actual start and finish dates Duration This section compares the planned and Baseline duration It provides the actual duration finished and the remaining duration and calculates the percent complete on the project Work Time Hours If a Project Manager is tracking labor hours for a project this section provides the totals and variance between the planned and Baseline labor hours It provides the total hours finished and remaining and calculates the percent complete Task Status This section provides a count and percentage of the total tasks with each status value Hold Assigned In Proc
155. hedule Orientation a planned finish date is entered Using it the system calculates the late start and finish dates for each task starting with the last task in the project plan It works backwards until it gets to the first task and determines the planned start date of the project Then it works forwards and calculates the early start and Appendix C Critical Path Method Scheduling An Overview 205 ActionProgram Manager User Guide finish dates of each task It compares the early start date and the late start date for each task If they are the same the task is on the critical path If there is a difference the task is not on the critical path Now our diagram looks like this The early start and finish dates are above each task and the late start and finish dates are below each task Day 1 at 8AM Day 2 at SPM Day 1 at 8AM Day 2 pt 5PM Day 6 at SPM M Day 5at8AM_ Day 6 pt 5PM Day 8 at SPM Day 7 at 8AM Day 8 at SPM Planned Start Date and Planned Finish Date MS Project added two new terms to this niche Planned Start Date and Planned Finish Date When using the Project Start Date Schedule Orientation the early start date and early finish date are the planned start date and planned finish date When using the Project Finish Date Schedule Orientation the late start date and late finish date are the planned start date and planned finish date for the project Constraint Dates Most project management system
156. how to use APM and assumes that the reader knows how to use the AR System user tool Preface 3 Project Remedies Inc ActionProgram Manager For detailed information about the AR System user tool please refer to the Action Request System Getting Started Guide and the Action Request System User s Guides published by BMC Software Inc System Licensing No Remedy application license is required However ActionProgram Manager users must have an AR System license ActionPortfolio Manager PPM Optional Add on A Project Remedies optional add on ActionPortfolio Manager PPM can be purchased to work with APM PPM is used for planning and managing proposed projects of all sizes Proposed projects can be defined and approved in PPM then executed as project plans that may be worked using APM PPM includes the ability to forecast resources at the skills level and helps management answer questions such as Do we have enough resources to do what we want to do and When will we have skills shortages and skills surpluses Separate documentation is provided with PPM This user guide documents how to use APM as a stand alone application the places where APM and PPM meet are clearly indicated Installation and Implementation Preface The steps below represent a high level outline of a typical APM PPM installation and implementation and are provided as a working example Please keep in mind that each environm
157. ical red line between the ActionProgram Manager Detailed Plan and Work Plan phases indicates the point where an Approved project plan is executed into the active working phase Part I Overview 14 Project Remedies Inc ActionProgram Manager Used together PPM and APM give management the ability to plan control and monitor projects from start to finish throughout their entire life cycle The following illustration depicts the same project life cycle as above divided between PPM and APM It also includes some of the detailed steps within each project phase Proposed Active Project Life Cycles ActionProgram Manager APM Define Proposed Approve Proposed S D gt Gate 1 Create Work Mi e sde g i Project Plan Project Tasks ker Review Review Approval Project Plan Project EU o Approve 3 Resources Steering Committee Project Plan Approval Define 4 Type of Money Project Plan Parameters 5 Priority Proposed Active Project Project oject Remedies Inc d Figure 3 Proposed and Active Project Life Cycles in PPM and APM All projects created in ActionProgram Manager automatically generate a record for that project in PPM if installed populated with the current project data All proposed projects created in PPM can also be implemented directly into ActionProgram Manager with a Project Status of Plan APM Project Phases ActionProgram Manager provides support for
158. ies The schedule and critical path of a project may also dependent upon the relationship of a task in one project to a task in another project or the relationship of the entire project to another project or one of its tasks Interworkings of fields control the project schedule There are several fields and configuration data items that are used in combination with the above noted project information For a more detailed discussion of these relationships including several alternatives and warnings please refer to the document CPM amp Other Considerations Project Plans Created With PPM APM functionality has been enhanced with the optional ActionPortfolio Manager PPM system PPM lets you create and modify proposed projects and supports the processes and communication needed to move from proposed project to the project planning phase Part l Overview 31 Project Remedies Inc ActionProgram Manager EB PMA ProposedProjects Modify PMA ProposedProjects 000000000000067 Modify Proposed Project Details Portfolio Manager Project Name Ju 016 001 x Risk None DI Current Gate Level APM Planning zl Initial Request General Resources Type of Money Priority Gate1 Manager Gate2VP Gate3 Steering APM Planning Approval Process TechnicalApproval Select Approval Process Default Account 20010 El Template Process Standard Template x ClearT emplate Process Default Performing Group Research
159. igure 6 They can be stand alone in the project or layered to form multiple levels of sub tasks and sub milestones contained by a summary task Four different types of dependency relationships can be created Finish Start Start Start Start Finish Part I Overview 20 Project Remedies Inc ActionProgram Manager and Finish Finish Both positive and negative delays can be defined between the dependencies Se BMC Remedy User APM Tasks Modify File Edit View Tools Actions TaskActions TaskReports PM Window Help Ale alel A2 slal wl el lgl zial E APM Tasks Modify APM Tasks Task00000000304 Modify Action Program Manager Tasks Project Info Select Project Project Id Proj00000000024 Project Name Jaz 6 E Rework Task Process Disolay Proiect Project Status Pian zl Project Manager llen Crouder Task Info o Task N Sub task 1 Target Seet Task id Tasko0000000304 ask Name j ub tas Hi el EE _ Identifier Task Task Description Seene Zeng ras Standard Woon X a r Di andard Work WBS fia el Summary Task Gather Requirements and Design E el Clear Im Responsible Organization Duration Plan Start Date 87472008 8 00 00 AM El Constraint Jasap x Priority fi Finance v Units Days zl Responsible Person Plan Finish Date 8 8 2008 5 00 00 PM P Slack 0 00 Mary Richards X Change Request Name Critical Path Labor His 20 00 EE Details Depende
160. il the project manager decides that it is time to begin execution of the plan The Project Manager clicks the Execute Project button on the APM Projects form to start the project The Baseline is created and the project status changes from Approved to In Process Task notifications are sent See also approve a plan In each Remedy based application there are two forms where people are defined User and Group People are users and they are part of Groups Permissions are defined at the Group level Also called an organization See group There are two types of plan Baseline Plan and the Current Plan 222 ActionProgram Manager User Guide TERM rate recalc resources responsible organization slack target task Glossary DEFINITION The Current Plan is the current sum total of all defined tasks milestones resources etc It is a fluid description of the project which changes as the project changes from start to finish When the Current Plan is executed into the Working Phase a snapshot is created of the Plan at that moment in time This snapshot is the Baseline Plan The Current Plan is in a constant state of flux through the lifespan of the project but once set the Baseline Plan never changes The dollar amount cost of an hour of labor Rates are assigned to skills locations organizations and people This makes it possible to estimate the costs of a project plan without having to consider ind
161. iled information about these and other forms please see Appendix B APM Forms Reference Forms are also described in the step by step instruction in the following sections Part I Overview 37 Project Remedies Inc ActionProgram Manager APM Projects Form The APM Projects form is the form in which the original project record is created modified managed and tracked by the Project Manager EB apm Projects New OT x APM Projects New Action Program Manager Projects a Heca Refresh Project Status Project Name xl E Sponsor Stake Holder Plan zi Category v Service Type l bad x Geet lect Approval Process Priority Standard zl Project Type be Phone 2 mg Description E epartmeni Account j Project Details BS m Add Contact List Contact Risk 7 Proj Mgr Id Alen x Name Phone Ext Responsible Organization sl Gantt Cal Create Task Create Milestone List Tasks Milestones _Use a Template Project Info Costs Task Info Task Summary Record Info Documentation Pools Programs Project Base Start Date Project Base Finish Date Actual Labor Hrs 10 00 Cost Time Unit Schedule Orientation Task Notifications Business Workday Tag Base Duration 0 00 Days Z Project fa 3 Proiectpproval Assignment Companys Labor 000 Project Plan Start Date Project Plan Finish Date Scope Changes Cost w Planned Duration po Actual Start Date Actual Finis
162. ined report for tracking critical path tasks Pools amp Programs APM provides a mechanism to pool projects together for reporting purposes While a project can only be in one program it can be in more than one pool Re Planning a Project In Progress Changing project requirements and schedules are accommodated through the re planning capability in APM A project manager can easily modify add or delete the tasks and milestones in a project to accurately reflect the changing nature of the project Roll Up of Task and Project Details A chronological log of events and notes is maintained for individual tasks and the entire project through APM s Details field for task and project records Entries made at the task level are accessible at the task summary task and project records providing a convenient snapshot of a project and its tasks Pre Defined Reports and Charts APM now includes expanded and enhanced reports You have access to more than 20 pre defined reports and drill down Gantt charts Reports provide critical project and task information in pre defined formats which can later be sorted for specific business reporting requirements The Gantt charting function is incorporated onto the application forms for a real time view of the project Both standard and comparative Gantt charts are included ActionProgram Manager Features 12 Project Remedies Inc ActionProgram Manager Part I Overview This secti
163. ing the planning phase of the project then the Est Work Time Remaining field remains at zero If work time was estimated during the planning phase APM will automatically send a notification to the project manager the total Hours Finished on a task exceeds the Planned Labor Hrs for the task If the Planned Labor Hrs field has a value of zero then APM will not send a notification In addition ActionProgram Manager rolls up the work time entered for all tasks and tracks the sum in the project record The next time the project record is refreshed the actual schedule and cost fields will reflect the new work time entries and costs TIP Work Time entries can be made while the task record has a status of Jn Process or Complete However when the project is finished the status is Complete and no further Work Time entries can be made To keep time tracking accurate we recommend that all work time be logged against the task as it is being accomplished Enter Non Task Work Time amp Expenses APR also provides a way to enter non task work time and expenses which is described in this section 1 From the APM Navigation form select Time Entry gt NonProject The PRI Time Tracking form opens in New mode Part V Working a Project 120 Project Remedies Inc ActionProgram Manager ES PRI Time Tracking New Ble Ey PRI Time Tracking New User User Type Department Proj Mgr Approval Approve Rej
164. inish dates then in the Constraint field select a constraint from the following selection dropdown list e ASAP As Soon As Possible e ALAP As Late As Possible e NET Finish No Earlier Than e SNET Start No Earlier Tan e NLT Finish No Later Than e MSO Must Start On e MFO Must Finish On APM will automatically set the WBS of this task unless you wish to specify it yourself To specify a WBS simply click on the down arrow next to the field named WBS If you choose to specify the WBS you will be allowed to select another task then asked to choose if the new task is to be before or after than task If only one choice is possible the system will automatically select that task for you Use the Priority field to indicate relative priority of the task Part Ill Planning a Project 73 Project Remedies Inc ActionProgram Manager 9 The Duration of the task may be entered manually or automatically calculated If the calendar duration for the task is known enter it in the field Entries can be made as whole numbers or decimals 0 00 For example if a task is one day long enter a 1 in the field If the task is one and a quarter day long enter 1 25 in the field TIP If the Duration field is left blank APM will automatically calculate task duration one time unit based upon the entries made in the Plan Start Date and Plan Finish Date fields If one or both of these fields are blank then APM will use the default task
165. ividual people so you can focus on the more abstract requirements such as the skills that will be needed APM Projects form button Enabled only for approved Plans Recalculates the Plan when changes have been made that affect project duration to ensure that the project stays in synch Recalc will calculate the Critical Path Method for duration dates Number of labor hours are recalculated automatically and Recalc does not include Rollups In APM resources are people When people are added to APM they are associated with skills locations organizations and rates Note that in PPM resources are skills locations and organizations no people resources are added until the proposed project becomes a project plan The Group that is responsible for a project The amount of time a task may be delayed or begin early without affecting another task or the project finish It is the difference between the early and late start dates of a task See also critical path The target task is one from which critical path is calculated Normally in project management systems critical path calculations are based on the Planned Start Date or the Planned Finish Date In APM another task in the middle of the project can also be used as both the planned finish for the tasks before it and the planned start date for the tasks after it Tasks before and after the target may shift in the Plan but the target task acts as an anchor The critical path i
166. ject Project Status Jin Process 7 Project ManagerfAlen Crouder Task Info Task id Tasko0000000304 Task Name Sub task 1 dal E S S o es List Tasks Identifier Task gt Task Description Create Milestone Ge ask Wokad KE Create Task Status In Process andard Work wes fit el Summary Task Gather Requirements and Design E el Clear r Responsible Organization Duration 5 00 Plan Start Date 67472008 8 00 00 AM Constraint fasaa z Priority 1 Finance v Units Days E Responsible Person Plan Finish Date 8 8 2008 5 00 00PM slack ooo Mary Richards el Change Request Name Critical Path Labor Hrs 20 00 Mary Richards Date Worked mm dd yy ra 1071272008 12 00 00 am E CR x Hours Finished Est Time Remaining Group Association SS ooo 20 00 Network Operations gt Te L Figure 58 APM Tasks Form Status is In Process Actual Start Date When you change the task s status to In Process the date and time stamp is recorded as the actual start date for the task ActionProgram Manager automatically enters it in the Actual Start Date field on the APM Tasks form This entry cannot be modified The Actual Start Date is then used for all reports and Gantt charts In comparative charts and variance reports it is compared against the Baseline value recorded in the Base Start Date field Tasks with a status of In Process are defined with the Actual Start Date and Plan Finish Dat
167. ject record is set with a date and time stamp for the status change The Completed status change is logged to the Project Details field No modifications additions or deletions can be made to the project record or any related task record No additional work time entries can be made against tasks in the project plan Reviewing a Project A critical component to determining a project s success and ensuring the success of future projects involves the review and analysis of the Baseline versus the actual plan implementation ActionProgram Manager captured the planning information through the Baseline plan which was taken when the project plan was approved It also captured detailed information during the implementation of the plan Part VI Completing a Projet 494 Project Remedies Inc ActionProgram Manager It is important to do a timely and accurate assessment of a project Using APM s tools it s easy to highlight the project successes and opportunities for future improvement For more information about these reporting and charting tools see the next section Part VII Viewing a Project Part VI Completing a Project 125 Project Remedies Inc ActionProgram Manager Part VII Viewing a Project ActionProgram Manager has a number of different tools for managing and monitoring a project including charts reports query lists and the details log This section covers how to work with the fo
168. k Name SUN MON TUE WED THU FRI SAT Sub task 1 OT eg OT Reg OT Reg OT OT Reg OT Tesk ID Tn on o a mma aa a cy Task00000000304 Keep in My List Figure 96 Time Tracking Detail Appendix B APM Forms Reference 193 ActionProgram Manager User Guide E PRI Time amp Expense Tracking pri dell 2 1013 2008 el SE edel dee Figure 97 PRI Time amp Expense Tracking Appendix B APM Forms Reference 194 ActionProgram Manager User Guide PRI Time amp Expense Tracking pri dell 2 Task ld Date of Expense 10 12 08 Mes 0 00 User Request Type allen sl APM Tasks x Task ID Task Name T asko0000000304 el sub task 1 xl Date of Expense Expense Description 10712 2008 unch bi Expense Category Mileage Meals Ea Charge Code Expense Amount Payment Category 20020 7 94 Master Card DI Charge Back Client Employee Reimbursement Receipt Keep in My List G Yes C Yes YesC No S 1 E Figure 98 Expense Tracking Detail Appendix B APM Forms Reference 195 ActionProgram Manager User Guide APM Time Approval Form Use the Time amp Expense Tracking form to review approve or reject work time and expenses PRI Approve T amp E pri dell 2 fonza Figure 99 PRI Approve T amp E Time Approval PRI Approve T amp E pri dell 2 Promzone Figure 100 PRI Approve T amp E Expense Approval Appendix B APM Forms Reference 196 ActionProgram Manager User G
169. k or lag Constraints and constraint dates Appendix C Critical Path Method Scheduling An Overview 202 ActionProgram Manager User Guide Project Plan Schedule Example Let s say that our project plan has 4 tasks Task 1 will last 2 days Task 2 will last 4 days Task 3 will last 2 days Task 4 will last 2 days In our plan task 1 will start the project and when it is finished both tasks 2 and 3 can start immediately When tasks 2 and 3 are finished task 4 can start immediately If we diagrammed this project it would look like the following Let s look at the data There is no lag between the end of task 1 and the start of tasks 2 and 3 Similarly there is no lag between the completion of task 2 and the start of task 4 Task 3 is different however Since task 2 will last 4 days and task 3 will last 2 days obviously there is some leeway specifically 2 days leeway as to when task 3 actually starts without it impacting the end of the project i e the completion of task 4 This leeway is called slack or lag time The other tasks tasks 1 2 and 4 have no slack in that if any of the time it takes to complete any of these tasks changes the end date of the project will change These tasks are on the critical path while task 3 is not on the critical path as long as task 3 gets finished before or at the same time as task 2 If task 2 takes less than 2 days to finish and task 3 takes more tha
170. l Vacation Time mum 8 00 0 00 am Sub Total 56 00 om 56 00 Floating Holiday 50011 Personal Holiday 128101 8 00 0 00 8 00 Personal Holiday 1202 8 00 0 00 sm Sub Total 16 00 om 16 00 Holiday 50020 Company Holiday 17102 8 00 0 00 8 00 Sub Total 8 00 9 00 8 00 Total 80 00 0 00 Project Remedies Inc Confidential Stok 7 Vacation Tima Used Raport 5 7102 ass 4 Appendix A Charts amp Reports 156 ActionProgram Manager User Guide Close Out Time Report eport Preview FSI Time Tracking fsihqmkt2 gt S amp fio 4 4 1of1 Total 13 100 13 of 13 Time D Work Description User Allen TIME00000000402 TIME 00000000403 TIME 00000000412 TIME 00000000404 TIME 00000000407 TIME 00000000413 TIME 00000000405 TIME00000000403 TIME00000000414 TIME00000000406 TIME00000000409 TIME 00000000410 TIME00000000411 Date Worked 02 0204 02 0304 02 0304 020404 02 0404 02 0404 02 0504 02 0504 02 0504 020604 020604 02 0604 02 0604 Appendix A Charts amp Reports Close Out Time Task Name Sub task 12 Development Sub task 12 Development Move My Office MovePhone Cannot connect remotely Testing Move My Office erify Office Confi Move My Office MovePhone Cannot connect remotely Move My Office erify Office Confi Move My Office MovePhone Cannot connect remotely Move My Office erify Office Confi Move My Office erify Office Confi Move My Office MovePhone Got P Approval
171. ld is left blank e If this resource is going to be using Web Charting select Yes Otherwise leave it set to the default No 3 Click Save when done The new resource is added to APM and is now available for task assignments Part Il Adding Resources to APM 64 Project Remedies Inc ActionProgram Manager Part Ill Planning a Project This section describes how to create and plan a project in ActionProgram Manager Creating projects is basically a three step process that involves creating a new project record adding tasks and specifying dependencies and then submitting the project for approval 7 Creating a New Project m Creating Tasks 7 Assigning Resources to a Task Creating Summary Tasks and Sub Tasks 7 Defining Milestones Creating Dependency Relationships 7 Grouping Projects into Pools amp Programs m Determining Tasks on the Critical Path 7 Creating a Project Plan Using PPM n Preparing a Project for Approval Creating a New Project The first step in creating a project using APM is for the project manager to create the initial project record The project manager creates a project in the APM Projects Form Creating a project record can be grouped into the following steps which are described in depth in the corresponding subsections NOTE the field names that appear in these sections in bold typeface are required fields for submitting a record in APM Data values that appear in italics typeface
172. lestones List Critical Path List All Completed and List All Not Completed Use a Template Button on the form Available only for new projects Opens the list of project templates from which to select Clear Template Button on the form Available only for existing project records that use a template Clears the template from the project APM Projects Form Fields Project Id System generated read only Date Type Character Unique identifier assigned to the project record Project Name Required Data Type Character with menu list The name of the project When creating a new project the name must be unique from all other projects to avoid confusion Category Optional Data Type Character with menu list A selection list used to categorize the project Identifies the category or type of project based upon internal business rules This field can be used to group projects based on business practices within the company A generic list is included with the application The AR System administrator manages menu list for this field Priority Optional Data Type Selection dropdown list Displays the priority of the project Emergency Standard and Low Appendix B APM Forms Reference 164 ActionProgram Manager User Guide Label APM Projects Form Details Service Type Optional Data Type Character with menu list Use to categorize the project according
173. licate Hold N om 0 00 8 20 2008 8 00 00 8 26 2008 5 00 00F 500 Days Chaster Department users and People Clem up Aaron Baker OCTO Agency Phn 22 Runareportfor Hold N om 0 00 9 20 2008 8 00 00 8 20 2008 5 00 00 100 Days Chaster Department allusers inthe and People Clean up OCTO chister Aaron Baker OCTO Agency Phan 23 Verify if the Hold N om 0 00 8 20 2008 8 00 00 8 21 2008 5 00 001 2 00 Days Chister Department emails for the nom and People Clean up support users in the OCTO chaster are active Appendix A Charts amp Reports 148 ActionProgram Manager User Guide User Task Report User Task Assignment Report Information as of 10 15 200 Responsible Party Allen Engineering Remedy h Process Sub task 13 Assigned 0 00 10 00 5 12 2008 9 00 002 5 14 2008 6 00 00F 3 00 Days Worktime Report Summary Report Wiork Time by Task inie ct ink a 1 i E Fromai Pri a HK i Projet i ra AT Proe Maraga Ales Cuon Promi Siete In Faxar Frosti Fre Uep De Foiea Sr Iess Hi evita lia Propett Sai Lafe THT Ober Feminen pl Deep le Been GADEA EE DAN am io mg 400 Fee Han Pichani Zap or Tan Corre od Tet Hee LC ca KO Omg E a Fee Map Fikiri BG Dr SP epee Tori beet Hee Ce Cc Em Omg DI aaa Fee Dan n hirii A i Tas ANT pha e a Hela BLIES ERAN mm om no m Freer Han Berbends feed Wadia enee Nib Tale fer Gaher Ergsbrscap ond ric A Te Zek pt Pee CO PL pm HE Kb A Fran Wer Phr Go Teh ek wti Aad he be mm ii KA
174. lick on the X in the upper right hand corner of the individual window or click the Cancel button Part Overview 52 Project Remedies Inc ActionProgram Manager APM Projects Form Toolbar i Remedy User APM Projects Modify Fie Edit View Tools Actions APM Project Reports Window Help Alal ale A2 sla giel Smem Figure 27 AR System and APM Project Record Toolbar The first buttons on the toolbar belong to Remedy The APM Projects Toolbar buttons are described below Reports What s This L About PRI SI Gantt Chart T List Related Approval Records E My Last Submitted Project c Cancel Project xi Part Overview AR System Button on toolbar Opens the APM Projects Report Styles form AR System Button on toolbar Click this to change the cursor to a dynamic When you click it on an object on the screen text about that object field button etc is displayed Re click the What s This button to toggle out of dynamic help mode Button on toolbar Displays an information box about Project Remedies Inc Button on toolbar Initiates a Gantt chart for the active project record Button on toolbar Opens the Matching APM ApprovalTasks form which displays the approval process information for the displayed project Button on toolbar Opens the last submitted project record based upon the User Login Id Button on toolbar Opens a dialog asking whether you re
175. ll be notified that the task is ready to be worked Project Approval Only Upon project approval a notification is sent to each Assigned Group leader and Assigned User for the tasks in the project Project Approval amp Assignment Notifications are sent both when the project is approved and when a task status changes from Hold to Assigned This is the default setting for this field Business Workday Required Tag Data Type Character with menu list Indicates the workday schedule Project Plan Start Date Dependent on the Schedule Orientation field Data Type Date Time The date that the first task s of the project is planned to start working The contents of this field are based upon the selection in the Schedule Orientation field above If Schedule Orientation is set to Project Start Date then a date can be entered in this field or default to current date or earliest date based on the work schedule if set to Project Finish Date then this field is read only and calculated by the application If no date is entered the current date and time will be set as the default This date may only be modified by the Project Manager or by the application s automatic calculations Appendix B APM Forms Reference 168 ActionProgram Manager User Guide Actual Start Date System generated read only Data Type Date Time During the working phase of a project this field is populated with the date that the fir
176. llowing tools Gantt Charts Pre defined Reports Pre defined Query Lists Gantt Charts ActionProgram Manager has an integrated charting program that will automatically generate Gantt and Comparative Gantt charts for a project plan The Gantt chart provides a graphic representation of the project and displays task details The chart information includes Task Name type task summary task or milestone and status Start and Finish Dates During the Planning Phase Charts Plan Start and Finish Dates During the Working Phase varies based on the task status Status of Hold or Assigned charts Plan Start and Finish Dates Status of In Process charts Actual Start and Plan Finish Dates Status of Completed charts Actual Start and Finish Dates Review Phase charts Actual Start and Finish Dates Duration Dependency Relationships Responsible Organization Tasks on the Critical Path displayed in red Part VII Viewing a Project 126 Project Remedies Inc ActionProgram Manager Open a Gantt Chart To open a gantt chart from the APM Projects form click the Gant Chart button Before using the Gantt Chart it is important to make sure that the user s ADM Resource record has been configured properly Gantt chart software can be installed either locally or on the web and each user may select how this software is to be accessed The APM Resource record has a field named Web Charting which must be selected as Yes or No
177. m of all the tasks summary tasks and milestone records associated with the project E APM Tasks Modify Figure 57 Task Query List Gather Requirements and Design Gather Requirements and Design Gather Requirements and Design Develop and Test Develop and Test 5 0 8 15 2008 ASAP 8 19 2008 5 ASAP 8 28 2008 5 ASAP 8 22 2008 5 ASAP 8 25 2008 5 ASAP Gather Requirements and Design BS el E 4 Select the task record you need from the list Part V Working a Project Standard Workwu 104 Project Remedies Inc ActionProgram Manager TIP There are other methods to open an Assigned Task record Another way is to open the task record using the Task Id number This is included in the notification sent when the task is assigned Using this method open a query window for the APM Tasks form and in the Task Id field enter the Task Id number Click the Search button to open the task record in Modify mode Change the Task Status to In Process 1 Select In Process from the Status dropdown list The options in the Status field dropdown list are as follows Hold The task is in a pending state and no work can be performed against it A task has this status until it is assigned based upon the project schedule and dependency relationships A milestone has this status until all its predecessor tasks are completed All task records have a status of Hold during the
178. manager can quickly see how assignments are balanced across the team and how successful they are in accomplishing their work on schedule The report includes Assigned Worker Project Name and Status Task Name and Status If the task is on the Critical Path and Slack Planned Labor Hours sub totals by User and a total for the Group Plan Start and Finish Dates and Duration Actual Start and Finish Dates Part VII Viewing a Projet 43 4 Project Remedies Inc ActionProgram Manager This report has a three tier sort by Assigned Worker ascending the Project ascending and the Plan Start Date ascending User Task Report Similar to the Group Task Report this provides individual Users with a detailed summary of the tasks assigned to them across all APM projects The report includes Responsible Organization User may be a member of more than one Group Project Name and Status Task Name and Status If the task is on the Critical Path and Slack Planned Labor Hours sub totals by Group and a total for the User Plan Start and Finish Dates and Duration Actual Start and Finish Dates This report has a sort structure of Responsible Organization ascending Project Name ascending and Plan Start Date ascending Work Time Report For project planning and tracking labor hours this report provides a detailed summary of the work time budget It includes Task Id Task Name and Status Plan Sta
179. medies Inc ActionProgram Manager List of Figures FIGURE 1 BMC REMEDY AR SYSTEM HOME PAGE FIGURE 2 PROJECT LIFE CYCLE PHASES amp PROJECT STATUS GATES FIGURE 3 PROPOSED AND ACTIVE PROJECT LIFE CYCLES INPPM AND APM FIGURE 4 APM PROJECT PHASES FIGURE 5 WORK BREAKDOWN STRUCTURE FIGURE 6 APM TASKS FORM FIGURE 7 TASK STATUS FIGURE 8 USE A TEMPLATE OPTIONS FIGURE 9 APM PROJECTS FORM gt PROJECT DETAILS FIELD DIARY FIGURE 10 SCHEDULE ORIENTATION PROJECT START DATE FIGURE 11 PROPOSED PROJECT CREATED IN PPM IMPLEMENTED AS PROJECT PLAN IN APM FIGURE 12 PPM PROPOSED PROJECT IMPLEMENTED AS APM PROJECT PLAN FIGURE 13 AR SYSTEM HOME PAGE FIGURE 14 APM NAVIGATION FORM MAIN MENU FIGURE 15 AR SYSTEM OBJECT LIST RECENT FIGURE 16 APM PROJECTS FORM FIGURE 17 APM TASKS FORM FIGURE 18 APM TASK DEPENDENCY FORM FIGURE 19 APM APPROVAL TASKS FORM FIGURE 20 APM TIME amp EXPENSE TRACKING FORM TIMESHEET FIGURE 21 APM TIME amp EXPENSE TRACKING FORM EXPENSE SHEET FIGURE 22 APM SKILLSETS FORM FIGURE 23 APM RESOURCELOCATIONS FORM FIGURE 24 APM GROUPASSOCIATIONS FORM FIGURE 25 APM RESOURCES FORM FIGURE 26 GANTT CHART OF A PROJECT IN PLANNING FIGURE 27 AR SYSTEM AND APM PROJECT RECORD TOOLBAR FIGURE 28 AR SYSTEM AND APM TASK RECORD TOOLBAR FIGURE 29 ADDING A NEW SKILL SET FIGURE 30 NEW SKILL ADDED TO THE SELECTION LIST FIGURE 31 ADDING A NEW LOCATION FIGURE 32 NEW L
180. n are managed by team leaders not project managers and as a result we worked diligently to make the application straightforward for team leaders to use Project Remedies Inc ActionProgram Manager Rapid Implementation Leverage Your Remedy Investment and Reduce Risk Created to work on AR System APM leverages that user interface to provide a familiar application environment and investment in training operations and employee experience Installing ActionProgram Manager on your existing AR System environment can be done quickly and straightforwardly Often integrating APM with your existing notification system and customizing it to fit with your specific requirements can be accomplished in a week or two Ze BMC Remedy User Home Page Search Ol x File Edit View Tools Actions Window Help ail ale elt ala Bl e Bi Home Page Search BMC Remedy AR System IT Home Welcome Afen Quick Links APM Navigation Universal Timesheet lt bmcsoftwa re Service Management Portal PRI SO Demo Calls Portfolio Inventory Change Password d BMC Remedy AR System Sample Application Action Request AB Sample Application Console P System VERSION 7 1 Figure 1 BMC Remedy AR System Home Page Audience This guide is written for users of the Project Remedies Incorporated PRI ActionProgram Manager application which runs on the BMC Remedy Action Request AR System platform This guide details
181. n the project plan yet Once a task record is created APM will automatically recalculate the schedule and adjust these entries accordingly Also depending upon the selection in the Schedule Orientation field only one of these fields may be modified manually Part Ill Planning a Project 69 Project Remedies Inc ActionProgram Manager Expanded Functionality After Saving Once the project is saved several buttons on the form become active for the project record These buttons are Refresh Refreshes the display of the current project record Approve Project Used for approving the project plan This button is only visible for User s with approval permission For more information about the approval process see the section Part II Approving a Project Gantt Chart Displays a Gantt chart for the active project plan Create Task Opens a submit window in the Tasks form to create a task For more information see Creating Tasks on page 71 Create Milestone Opens a submit window in the Tasks form to create a milestone For more information see Defining Milestones on page 81 List Tasks Milestones Displays a selection of seven query lists for the project plan Opening a Project Record There are several ways to open an existing project record in ActionProgram Manager These include the APM Projects toolbar the APM Navigation form and the AR System me
182. n 2 days to finish then task 3 will be on the critical path and task 2 will not be on the critical path Make sense This is where the term critical path method scheduling comes from A critical task in this context means that if the time it takes to complete the task changes the end date of the project will change Appendix C Critical Path Method Scheduling An Overview 203 ActionProgram Manager User Guide Project Schedule Orientation If we start with the planned start date of the project and calculate when each task will start and finish this is called using a Project Start Date Schedule Orientation If we start with the planned finish date of the project and calculate when each task will start and finish this is called using a Project Finish Date Schedule Orientation Let s first look at the Project Start Date Schedule Orientation Let s say that the Project Plan Start Date is day 1 at 8AM and that task 1 starts immediately when the day begins Day at 8AM is the earliest that task 1 can start so day 1 at 8AM is called the early start date for task 1 We know that if task 1 starts on day 1 at 8AM and takes as long as we think it will to finish the earliest task 1 can finish is day 2 at 5PM assuming that we are working an 8AM 5PM work day Because of this day 2 at 5 PM is called the early finish date for task 1 If task 2 starts immediately after task lis finished the earliest task 2 can
183. n and launch the project into the working phase When the Project Manager clicks on the Execute Project button the Plan is saved as the Baseline Plan The Baseline Plan is a snapshot of the project plan at that moment and does not change The project status changes to In Process and task notifications are sent Gantt Chart Button on the form Available after a task has been created in the project Displays the Gantt Chart for the active project Create Task Button on the form Available only for existing project records Opens a New APM Tasks form for creating a new task Automatically sets the Project ID Project Name Project Status Project Manager Identifier Status Plan Start Date and Responsible Organization fields Appendix B APM Forms Reference 163 ActionProgram Manager User Guide Label APM Projects Form Details Create Milestone Button on the form Available only for existing project records Opens a New APM Tasks form for creating a new milestone Automatically sets the Project ID Project Name Project Status Project Manager Identifier Status Plan Start Date and Responsible Organization fields List Tasks Milestones Button on the form Available only for existing project records Opens a Selection List of queries for the project tasks and milestones Select from List Entire Project List Tasks List Summary Tasks List Mi
184. n creating a new task Opens the project selection list Select a project and its values are used in the following fields in the new task Project Id Project Name Project Status and Project Manager Display Project Button on the form Displays the record of the project to which the current task belongs IRework Task Process Button on the form Almost never used List Tasks Button on the form Opens the Selection List of all tasks sub tasks and milestones for the current project Create Milestone Button on the form Opens the Selection List menu with options to create a sub task milestone or a milestone Create Task Button on the form Opens the Selection List menu with options to create a sub task or a task Critical Path See Form Fields below Change Request Button on the form Opens a selection list of changes to make to the current task including changing the charge account the group association dependencies dates hours resources scope and adding a new task Clear Button on the form Clears the Summary Task from the current task record Appendix B APM Forms Reference 177 ActionProgram Manager User Guide Tasks Form Fields Project Id System generated read only Date Type Character Unique identifier assigned to the project record Project Status System generated read only Data
185. ncy Schedule Required Resources Cost Assigned Workers Ext App Details Issues Attachments Created By Allen s fsi altschiabel JA d E Scope Changes Geste Date Tine 87672008 11 25 26 E D A Date Time 87272008 11 29 54 E Last Modkied By Allen m Change Log Figure 6 APM Tasks Form Groups and individual users are assigned responsibility for accomplishing tasks in the project APM allows user assignments made in the planning phase to be re assigned by group managers during the working phase to accommodate schedule and availability ActionProgram Manager automatically calculates project schedules The project schedule orientation task dependencies and duration enable APM to automatically calculate the plan start and finish dates as well as early and late dates for each task Slack time is calculated and APM flags the task if it is on the critical path of the project Start and finish dates or the duration for a task can be specified If no entry is made APM will automatically enter defaults that can be modified later in the planning process A work and holiday schedule can be set in APM outlining daily hours of business and non working holidays ActionProgram Manager then utilizes this schedule to accurately calculate the project schedule dates based on a working company calendar Part Overview 21 Project Remedies Inc ActionProgram Manager In some organizations the project manager as
186. nish Date System generated read only Data Type Date Time When a project is executed and a Baseline project plan saved the Baseline project finish date is stored here as a read only field that cannot be changed Scope Changes Optional Data Type Diary field Diary text entry field for noting changes to the project scope Diary entries are part of the project s permanent record Each entry includes a Time Data stamp and the ID of the person who made the entry Available to all users Appendix B APM Forms Reference 169 ActionProgram Manager User Guide Base Duration System generated read only Data Type Integer The total duration of the project between the Project Base Start Date and the Project Base Finish Date This field is set as part of the Baseline when a project is executed and cannot be modified Base Labor Hrs System generated read only Data Type Integer Number of Baseline labor hours set for the project This field is set as part of the Baseline when a project is executed and cannot be modified Base Cost System generated read only Data Type Integer Cost of the project set in the Baseline This field is set as part of the Baseline when a project is executed and cannot be modified Planned Duration System generated read only Data Type Integer Sum of the planned project duration set in the in the Duration field on the APM Tasks form IMPORTANT
187. nt is recorded with a date time stamp in the project details diary e Notifications are sent for the approval tasks e All fields are grayed out except the Gantt Chart button No changes may be made to the project tasks schedule or budget The Create Task and Create Milestones buttons also become disabled e The planning phase is now suspended The project plan is frozen no further changes can be made to the project records until the project is approved or the project status is changed back to Plan Part Ill Planning a Project 92 Project Remedies Inc ActionProgram Manager The project is now ready for the next phase approving a project TIP ActionProgram Manager logs all status changes to the project record in the Project Details field In addition this field serves as an excellent tool for recording important notes about the project review during the planning and approval phases Part Ill Planning a Project 93 Project Remedies Inc ActionProgram Manager Part IV Approving a Project When all the tasks summary tasks milestones and dependencies have been defined the project is ready for approval Approving a project plan is an important milestone in ActionProgram Manager workflow it signals the end of the Planning Phase and the beginning of the Approval Phase This section describes the following tasks involved in approving a project Re planning a project prior to approval Approving a pr
188. nts All of the people with the selected skill code and location are listed in the window You can review their free hours rate and their skill codes Note that you can see people from different organizations If people in one organization are swamped you can look for others who might have more availability e Highlight the name of the person you want In the Hours to Assign field enter the hours they are to work Click on the Assign It button This closes the form and returns you to the APM Tasks form 5 Click on the Required Resources tab Note that the status for this skill is Assigned 6 Click on the Assigned Workers tab Note that the people you assigned to this task are listed in this tab along with the hours assigned to each their rate and their skill and location codes 7 Click on the Costs tab Note how the planned labor cost has changed again Now the planned labor cost is the total of the hours assigned to each person times their specific rate Part Ill Planning a Project 77 Project Remedies Inc ActionProgram Manager 8 Review the Resource Management chart again and see how the resource availability has changed Assign Resources Using the Assigned Workers Tab Follow these steps to assign resources to a task using the Assigned Workers tab on the APM Tasks form 1 Open the APM Tasks form for the task you need to assign and click on the Costs tab and note the Planned Labor Cost This is the pl
189. nu all of which are discussed below Open a project from the APM Projects t Toolbar ActionProgram Manager has a convenient toolbar which will retrieve the last project record saved based on the User Login Id Click on the My Last Submitted Project button and the project record will be displayed Figure 37 Toolbar button My Last Submitted Project Open a project from the APM Navigation Form To open a project from APM Navigation form 1 Inthe AR System Home Page click the APM Navigation link to open the APM Main Menu The APM Navigation form provides access to both APM and PPM forms 2 Inthe APM Navigation form Main Menu click Update Project gt Query Active or Active Project Part Ill Planning a Project 70 Project Remedies Inc ActionProgram Manager e If you click Query Active the APM Projects form opens in Search mode Continue with AR System step 3 below e If you click Active Project the APM Dialog Box opens Select the project from the selection dropdown list and click the Execute button The APM Projects form opens with the selected project Open a project from Remedy s AR System Menu To open a project record from the AR System menu 1 Inthe AR System User window select File gt Open gt Object List Or click Ctrl O The AR System Object List opens 2 Select the APM Projects form and click OK The APM Projects form opens in Search mode 3 Inthe Project Name field select a project from
190. of the active task record 54 Project Remedies Inc ActionProgram Manager Change Level GI Part Overview Use to create or remove a summary task relationship from the selected task 55 Project Remedies Inc ActionProgram Manager Part Il Adding Resources to APM Before you can begin creating new projects you need to define your enterprise within APM This includes adding resources such as skills locations and organizations the people who will be working on projects and the rates associated with each This section describes how to add resources to APM Normally the AR System Administrator performs this task following APM installation as part of the implementation phase We include it here to help you understand how APM works within the enterprise You may also need to know how to update resources to reflect changes in your environment such as adding a new branch office or updating rates This section includes the following topics Adding Skills Locations and Organizations Adding a New Person to APM Adding Skills Locations and Organizations The enterprise resources of skills locations and organizations are available in the Selection Lists and are used to complete numerous fields in APM NOTE The steps in this section describe how to use several forms that are not available directly from the APM Navigation form Instead open them from the AR System Object list select File g
191. ogram button The APM Project Pools amp Programs form opens displaying the pool or program you created Part IIl Planning a Project 89 Project Remedies Inc ActionProgram Manager 7 Click the Add Project button select a project to add from the Selection List window and click OK 8 To remove a project from the pool or program highlight the project in the list and click the Remove Project button 9 Click the Save button to save your changes and close the form to return to the Pools Programs tab Determining Tasks on the Critical Path ActionProgram Manager provides the following several ways to identify those tasks on the critical path of the project plan Critical Path Field The task record includes a field labeled Critical Path When APM calculates the project schedule and finds that a task has no slack it automatically sets this field to show that it is on the critical path List Tasks Milestones button The List Tasks Milestones button on the APM Projects and AMP Tasks forms open a selection list that includes the option List All Critical Tasks Select this option to view a list of all critical tasks in the project Gantt Chart All tasks on the critical path are displayed in red on the APM Gantt chart Critical Path Report APM includes a pre defined report that generates a detailed list of all tasks on the critical path Creating a Project Plan Using ActionPortfolio Manager PPM If yo
192. oject Allen Test 101 12Fred Lewis 14 Cris Cally 16Stella Thomas 18Debra Eccles 20APMadmin 22Demo user for startup 24zTOTALS 28 Sep 30 Sep 2 Oct 40Oct Got 8 Oct 10 Oct 12 Oct 140Oct 16 Oct 18 Oct 20 Oct 22 Oct 240ct 26 Appendix A Charts amp Reports e 144 ActionProgram Manager User Guide Project Summary Report AZ 6 4 Project Summary Information as of 10 15 2008 Project Id Proj00000000024 Project Manager Allen Crouder Project Status In Process Project Time Unit Days Project Schedule Orientation Project Start Date Plan Start 8 4 2008 Plan Finish 9 3 2008 Baseline S tart 8 4 2008 Baseline Finish 9 8 2008 Actual S tart 10 12 2008 Actual Finish S tart Variance 69 00 Finish ariance S S 2 Planned 26 00 Remaining 0 00 Baseline 26 00 Finished 26 00 Variance 0 00 Percent Complete 100 00 Work Time Hours Planned 144 00 Remaining 133 00 Baseline 144 00 Finished 11 00 Variance 0 00 Percent Complete 764 Planned Cost 52 150 00 Baseline Cost 52 150 00 Actual Cost 2 547 86 Plan to Actual V arience 49 602 14 Task Status On Hold 14 88 Assigned 0 KA In Process 2 13 Complete 0 0 Cancelled 0 DS TOTAL TASKS 16 100 Appendix A Charts amp Reports 145 ActionProgram Manager User Guide Manager Cost Report Information as of Project Status Project Manager Total Budget Total Actual 10 15 2008
193. oject implementation on track Once a project is completed comparing the Baseline plan with the Actual plan highlights project planning and management successes and opportunities for improvement Part IV Approving a Project 100 Project Remedies Inc ActionProgram Manager NOTE If a project plan is modified after approval these changes will NOT be reflected in the Baseline plan Changes made during the Working phase will only be reflected in the plan and actual dates of the project plan ActionProgram Manager includes comparative Gantt chart and variance reports to review the Baseline and Actual plans Part IV Approving a Project 101 Project Remedies Inc ActionProgram Manager Part V Working a Project When the project manager executes the approved project the Working phase begins Tasks are assigned and worked Work time may be logged against the tasks The project plan is monitored through automated notifications and schedule alerts allowing the project manager the ability to re plan the project if necessary When all of the tasks are complete the project is complete This section of the manual describes the following tasks involved in the Working phase Viewing The Task Schedule Accepting Task Assignments Reassigning A Task Using Task amp Project Notes Completing Tasks amp Milestones Revising The Project Plan Tracking Work Time amp Expenses Approving Time amp Expenses
194. oject plan Actual project plan Comparative Gantt chart Project variance report Planned labor hours Actual Work Time logged Work Time summary report Project Details field log Project Elements This section describes the major elements that are part of a project These elements are Task Work Breakdown Structure WBS Tasks Milestones Dependency Relationships Task Work Breakdown Structure WBS ActionProgram Manager organizes tasks summary tasks and milestones within a hierarchy called the Work Breakdown Structure This is an outline field value 1 1 1 1 2 2 2 1 2 2 etc which describes the order in which the tasks are to be listed on the screen charted on Gantts and processed When adding tasks to an Part I Overview 19 Project Remedies Inc ActionProgram Manager existing project you can specify where in the WBS you want to put the new task You can also change the WBS of any existing task The original project record is the highest record in the project with all the tasks summary tasks and milestones organized beneath it The top level of the WBS is 1 and identifies all tasks summary tasks and milestones which are directly under the original project record The next level is 1 1 then 1 2 then 1 3 etc An APM project can have an unlimited number of WBS levels The sample project in Figure 5 shows how a project WBS might appear E APM Tasks Modify APM Tasks
195. oject plan Executing a project Understanding the Baseline plan Re Planning a Project Prior To Approval Project plans frequently change throughout the lifespan of a project Itis often necessary to modify a project plan while preparing it for approval during the approval process and during the working phase itself While the status is still Plan the project plan can be changed When a project plan has been created and the project manager has executed the approval process the status changes to Pending Approval The project is now frozen so that no changes can be made while it s being reviewed and approved The only user with the ability to change the project plan at this stage is the project manager However ActionProgram Manager provides a way for all project workers to request changes during all project phases Users can submit change requests or they can complete the fields on the APM Tasks form Details tab even when the project status is Pending Approval Note Scope Changes If the project scope changes make a note in the Scope Changes field on the APM Projects form Project Info tab This is a Project Details diary field and the note will be tracked with other diary entries Part IV Approving a Projet o A Project Remedies Inc ActionProgram Manager Make a Change Request Anyone on the project can make a change request 1 Open the task record 2 Click the Change Request link to open the selecti
196. oject record Create Date Time System generated read only Data Type Date Time Project creation Date Time stamp Last Modified By System generated read only Data Type Date Time ID of the person who last modified the project record Modified Date Time System generated read only Data Type Date Time Project modification Date Time stamp Attachments System generated Data Type Table Character List of attached project documents APM Projects Form Pools Programs Tab Create Program Button on the form Available only for existing project records Opens the APM ProjectsPools amp Programs form where you can group projects together into programs for the sake of comparison reporting purposes Select Program Button on the form Available only for existing project records that have not been added yet to a program Opens the Selection List of existing programs available to the active project Appendix B APM Forms Reference 173 ActionProgram Manager User Guide Show Program Button on the form Available only when a Pool or Program exists Opens the APM ProjectPools amp Programs form which provides information about the Pool Program including a list of the projects that are included This form provides Clear Program Button on the form Available only for existing project records Program System generated
197. om Main Office Project Remedies Inc 2034 Palisades Dr Pacific Palisades CA 90272 United States Phone 310 230 1722 Email info pri us com Web www pri us com Appendix F Service amp Support 220 ActionProgram Manager User Guide TERM approval process approve a plan baseline CPM constraints critical path Glossary Glossary DEFINITION The approval process is the orderly sequence of project plan reviews and approvals by project managers and stakeholders The approval process may include whomever you want The default approval processes that are included with APM are Technical and Corporate You may select either one or both a project may have multiple approval processes Approving the project plan is usually a multi step process where various managers and stakeholders approve the project plan before it starts The process is called the approval process When all the approval tasks are approved the plan the status is automatically changed to Approved Snapshot of the project plan taken at the moment the plan is executed The plan is in a constant state of flux through the lifespan of the project but once set the baseline never changes Critical Path Method See critical path Task constraining acronyms ASAP As Soon As Possible ALAP As Late As Possible FNET Finish No Earlier Than SNET Start no Earlier Than FNLT Finish No Later Than SNLT Start No Later Than MSO Must
198. on introduces the project planning and management standards used in PRI s ActionProgram Manager APM It provides terminology and definitions necessary to successfully plan manage and implement projects using this application This section includes the following topics Project Life Cycle Project Elements Project Roles Project Schedule Creating Project Plans with ActionPortfolio Manager PPM ActionProgram Manager Forms Charts amp Reports Navigation Buttons amp Other Conventions Project Life Cycle ActionProgram Manager provides a flexible environment for planning and managing planned and active projects Like PPM it does not impose project management process or methodology Instead it provides a framework that can be customized and modified to support the unique project management needs of each organization Proposed and Active Projects Projects in the PRI project management framework are divided into two basic groups Proposed and Active A Proposed Project is one that has not yet started An Active Project is one that has started If your installation includes ActionProgram Manager APM only then APM is used to manage the entire project life cycle Part I Overview 13 Project Remedies Inc ActionProgram Manager If your installation includes both ActionProgram Manager APM and ActionPortfolio Manager PPM then PPM is used to manage the proposed project life cycle and APM is us
199. on list window of possible changes 3 Select the type of change you need to request and click OK The window closes and the APM Change Requests form opens with the appropriate fields for the type of change request you selected 4 Complete the change request fields and click the Submit button A change request notification is sent to the project manager The project manager will either approve or reject the change request Modify Tasks and Milestones Re planning a project may involve making changes to Tasks Sub Tasks Milestones or Sub Milestones To modify an existing task record 1 Open the task record to be modified 2 Make changes to the fields as needed When all changes are made click the Save button The task record has been modified For more information about working with Tasks and Milestones see Part I Planning a Project Modify Dependency Relationships Re planning a project may also include modifying an existing dependency relationship To quickly find the dependent task records in a project plan use the List Tasks Milestones button on the APM Projects form Select the List Entire Project for a query list of all task records Using the horizontal scroll bar scroll to the far right to view the Predecessor column Records which have Y in the column are dependent task records To modify a dependency relationship complete the following steps 1 Open the record of the dependent task 2 Click on the Dependency
200. onProgram Manager User Guide APM Approval Tasks Form Use the APM Approval Tasks form to manage the approval process This is the form that is used to review and approve or reject a project plan APM ApprovalTasks Modify ON x APM ApprovalT asks Matching Approval Ta Approval Task Name Task Type Status APROO064 Technical Approval AT ocess APROOOES Project Manager Approval Assigned APROOOGE Technical Services Approval Task Hold A APM ApprovalTasks APR00064 Modify Action Program Manager Approval Tasks Project Info Agana Task it Project Id Project Description JAPROOOE4 Proj00000000024 Test e Project Status Project Name Project Manager Pending Approval DI Jaze e allen Crouder Get Project Open Sub Tasks Ad Hoc Approval Task Sub T ask Approval Task Info Relationship Info Approval Name Approval Description Technical Approval x This approval requires review and approval by the E Project Manager and YP of Technical Services Task Type Status Responsible Organization Responsible Party Original DI fin Process D Research and Develc E alen ul Assigned In Process Hold Rejected Approved Log ooo Figure 92 APM Approval Tasks Form Appendix B APM Forms Reference 191 ActionProgram Manager User Guide APM Time amp Expense Tracking Forms Use the following forms to record review and approve task work time and expenses These Time amp Expense Tra
201. ond task in the sequence 2 Open the Dependency tab 3 In the Inter project Dependencies section click the Create IPD button The APM Risk Management form opens where you can create Inter project Dependencies See Figure 46 as follows Part Ill Planning a Project 86 Project Remedies Inc ActionProgram Manager E APM Risk Management New iof x APM Risk Management New d Action Program Manager Inter project Dependencies Dependence Definition IPD Status Dependency Type Dependency Delay Units Delay Finish Start D Days DI In fnierpraject Selection Predecessor Project Name Predecessor Project Id Dependent Project Name Dependent Project Id sdl E v el v Predecessor Task Name Predecessor Task Id Dependent Task Name Dependent Task Id Vall ES v x v Submitter Laien SIE Ei Last data By After Date Figure 46 APM Risk Management Inter Project Dependencies Form 4 The IPD Status field displays Active the default The other values are Pending Acknowledged Resolved and Complete Change the Status field to reflect the changes to the life of the dependency For example change the status to Pending if you need to save the dependency and finish it later with it affecting the rest of the project plan 5 Inthe Dependency field select the type of dependency relationship you need The values are Project to Project Project to Task Task to Project and Task to Task
202. orm Opens the Modify APM Risk Management form for making changes to an inter project dependency APM Tasks Form Schedule Tab Early Start Date System generated read only Data type Date Time The earliest date the task may start without affecting the project s start date based upon the task level and dependencies Early Finish Date System generated read only Data type Date Time The earliest date the task may finish based upon the early start date and duration Late Start Date System generated read only Data type Date Time The latest date the task may start based upon the late finish date and duration Late Finish Date System generated read only Data type Date Time The latest date the task may finish without affecting the project finish date based upon the task level and dependency relationships Base Start Date System generated read only Data type Date Time The Baseline start date for the task taken when the project is executed Base Finish Date System generated read only Data type Date Time The Baseline finish date for the task taken when the project is executed Base Duration System generated read only Data type Date Time The Baseline duration for the task taken when the project is executed Appendix B APM Forms Reference 183 ActionProgram Manager User Guide Actual Start Date System generated read only Data type Date Time
203. ow in the working phase Completed This status is automatically initiated when the last task s of a project is completed No more work time can be logged against tasks Approval Process Required Data Type Character Available only for existing project records Displays the approval process that has been selected for the current project Risk Optional Data Type Character with menu list Use to indicate the relative risk of the project to your organization None Low Medium High Appendix B APM Forms Reference 166 ActionProgram Manager User Guide Label APM Projects Form Details Project Manager Id Required Data Type Character with menu list User Id of the project manager assigned to the project Menu list contains full names of Users with project manager permission Selection from this menu list automatically populates the Project Manager Id Project Manager Project Manager Phone and Extension fields Name System generated Data Type Character read only Name of the project manager assigned to the project Field is populated based on the selection made in the Project Manager Id field Phone Optional Data Type Character Phone number of the project manager Ext Optional Data Type Character Phone extension of the project manager Responsible Organization Required Data Type Character with menu list Each task is assigned to a group with over
204. progress and success Summarizes each project manager s progress Provides a detailed summary of all tasks and milestones in a project Provides a list of all projects whose status is Completed Provides a list of all projects whose status is Jn Process Provides a list of all projects whose status is Pending 50 Project Remedies Inc ActionProgram Manager Manager Cost Program Cost Hours Time New Project Critical Path Variance Not Finished Not Started Workload Group Task See above Provides a summary of program costs Provides a list of all newly created projects Provides a list of all tasks on the critical path of the project Provides a summary comparison of the Base Start and Base Finish and Actual Start and Actual Finish dates for all tasks in a project List of all projects that should have finished by now List of all projects that should have started by now Provides a detailed summary of all tasks assigned to a particular group User Task Assignment Work Time Cost Snapshot Money Spent Program Cost Manager Cost Other reports Provides a detailed summary of all tasks assigned to a specific user Provides a detailed summary of the work time budget Detailed summary of projects with status In Process or Completed It includes warning and critical variance threshold figures Provides a detailed summary of the money spent on projects Provides a detailed summa
205. project manager of schedule changes Part VI Completing a Project Describes how to close a project Part VII Reviewing a Project Describes how to review a project with charts reports and query lists Part VIII Managing Resources Describes how to effectively manage your skill resources Appendix A Charts amp Reports Provides examples of APM charts and reports Appendix B APM Forms Reference Provides detailed technical information about the main APM forms Appendix C Critical Path Method Scheduling An Overview Provides detailed examples to explain this essential element of project scheduling Appendix D Creating a Multi Level Project Plan Without Using a Template This detailed tutorial describes how to create a project plan with multiple levels of tasks and sub tasks without using a template Project Remedies Inc ActionProgram Manager Appendix E Assigning Resources to Tasks This detailed tutorial describes how to assign resources i e people to a task Appendix F Service and Support Contact information for Project Remedies technical support Using This Guide The following conventions are used in this guide Bold Identifies a new or important term Example Schedule Orientation Bold is also used to identify required fields in APM forms Example Select Pending Approval in the Status field Italics Data values included with ActionProgram Manager Example The Time Units field includes
206. provalTasks Modify ID APM ApprovalTasks Matching epee Approval Task Name PTask Type Status 0064 Technical Approval ine ocess Bi 00065 Project Manager Approval Assigned APROOOEE Technical Services Approval Task Hold APM Approvallasks APROO064 Modify Action Program Manager Approval Tasks Project Info Agana Task it Project Id Project Description APR 00064 Proj00000000024 Test a Project Status Project Name Project Manager Pending Approval DI Jaze Hj Alen Crouder Get Project Open Sub T asks Ad Hoc Approval Task Sub Task Approval Task Info Relationship Info Approval Name Approval Description Technical Approval EI This approval requires review and approval by the Bl Project Manager and VP of Technical Services Task Type Status Responsible Organization Responsible Party Original DI fin Process D Research and Develc x alen ul Figure 19 ADM Approval Tasks Form Part I Overview 41 Project Remedies Inc ActionProgram Manager PRI Time amp Expense Tracking Form The PRI Time amp Expense Tracking form provides an alternative method for entering work time against a task in any project It is the location where all work time records are stored for tasks in a project in APM Time is normally entered in the APM Task form gt Work Time tab as it is being worked or in the Universal Timesheet B PRI Time amp Expense Tracking pri dell 2 ae fonza
207. raining IV End User Testing Move to Remedy Production Server User acceptance testing Modify as necessary Client acceptance Move to production server Test on production server Additional user training as necessary GO DD Do D p gt Create additional reports as necessary Project Remedies Inc ActionProgram Manager APM Third Party Software Integration APM may be integrated with third party software such as Paging and Accounting System to leverage tools and processes already in use APM may be integrated with the BMC Remedy IT Service Management Suite which includes Service Request Management Help Desk Change Management and Assets Management applications It can also be integrated with home grown AR System based applications Remedy Service Level Manager can be used to track service level agreements against projects and tasks managed and tracked in ActionProgram Manager Basic BMC Remedy AR System Functionality Preface Although this user guide does not document the BMC AR System we include some of the following descriptions of basic AR System functionality for convenience n All fields that have labels with a bold font require data entry in order to save records data On the upper left hand side of the screen the AR System title bar will indicate whether the user is in Search or New mode and the name of the form the user is currently viewing Forms screen views in Se
208. rces Mike Millar SG D FS SPM Orem 00 vor Applications Devel Mike Millar Bill Phelps kee FSI PM FSI D Orem EC ol Employee Sr Programmer Bill Phelps Ciis Cally Licensed FSI DFSI PM Orem 275 00 Employee Sr Developer Ciis Caly Fred Lewis Licensed FSM Los Angeles 275 00 Employee Sr Developer Fred Lewis Will Leaf Licensed Program Manager San Francisco 350 00 Employee Sr Program Manager wi Leaf Mary Richards Licensed FSI D FSM Orem 450 00 Employee Sr Analyst May Richards Demo user for statuo Licensed _FSI PM Orem Emolovee user for startuo Modify APM Resources Rsrc00000000003 Action Program Manager Resources License H Zeng Name Use Select User below Rate Resource D SE User lea Appr ae Mike Millar 350 00 E Licensed No X pai Consulting Organization Dept OT Reg Appr Es Applications Developer on 434 9971 Distribution Nyo Assigned Skills Assigned Location E E Factor Exp Hours FSD FSI PM forem fo Ja caia Login Last Name First Name Effective From Date Mike e Milar Mike 12x200 1D gams Org Name Assignable Daily Hours Effective To Date Select Asean Org reser fAsso00000000002 Distibution Joo El Anigmnents Client Executable Path C APM BIN Web Chatting No bes Ss Management Zeg E Resource Location P Ti wm Project ID v Show RM Chart Figure 91 APM Resources Form Appendix B APM Forms Reference 190 Acti
209. rces The selected resource will be displayed in the table Remove Button on the form Removes the highlighted resource from the task Assigned Workers System generated table read only List of Workers assigned to this task Double click on a record in the list to open the Modify APM Worker Assignments form which contains information about the Assigned Worker the project and the active task APM Tasks Form Ex App Tab This tab is used infrequently and only under very special circumstances and is not documented here Appendix B APM Forms Reference 187 ActionProgram Manager User Guide APM TaskDependency Form Use the APM Task Dependency form to view and modify dependency relationship information for task records You may also use this form to cancel a task dependency EB APM TaskDependency Modify Matching APM TaskDependency gi Finish S Modify APM TaskDependency Depn00000000615 Figure 90 APM TaskDependency Form Appendix B APM Forms Reference 188 ActionProgram Manager User Guide APM Task Dependency Form Features The following describe the buttons and fields on this form Label APM Task Dependency Form Details APM Task Dependency Form Buttons Select Project Button on the form Opens a selection list of all projects Select Predecessor Button on the form Opens a selection list of all the predecessor tasks
210. re are several ways to open an APM Tasks form Open a task from the APM Projects Form To Open an Existing Task Part Ill Planning a Project 78 Project Remedies Inc ActionProgram Manager From the APM Projects form open the Task Info tab and double click on a task in the list to open it in an APM Tasks form Open a task from the APM Tasks Toolbar ActionProgram Manager has a convenient toolbar which will retrieve the last task record saved based on the User Login Id Click on the Last Task button and the task record will be displayed Figure 41 Lr Figure 41 Toolbar button My Last Task Open a task from the AR System menu 1 Inthe AR System User window select File gt Open gt Object List Or click Ctrl O The AR System Object List form opens 2 Select the APM Tasks form and click OK The APM Tasks form opens in Search mode 3 Click the Select Project button and select a project from the selection list 4 Click the Search button If tasks exist for this project they are listed at the top of the form and the APM Tasks form is populated with the first task record in the list Creating Summary Tasks and Sub Tasks ActionProgram Manager automatically designates a task as a summary task when an associated task record is created as a sub task This section describes how to create the summary task and the sub task relationship between task records For more information see Appendix D Creating a
211. re is a predecessor task which occurs first in the sequence and a dependent task which occurs second in the sequence There are four types of dependency relationships Finish Start Predecessor must finish before the dependent can start Start Start Predecessor must finish before the dependent can start Start Finish Predecessor must start before the dependent can finish Finish Finish Predecessor must finish before the dependent can finish Create a Dependency In APM dependency relationships are created in the APM Tasks form This section outlines how to create a dependency relationship NOTE The active record is always the dependent task or milestone in the dependency relationship 1 Open the Task record of the dependent task or second task in the sequence Use the steps outlined in Retrieve the task record on page 76 2 Open the Dependency tab which contains the following fields and buttons e Predecessor Id The record number of the predecessor task or milestone e Predecessor Name The name of the predecessor task or milestone e Dependency The type of dependency relationship See previous text Part Ill Planning a Project 83 Project Remedies Inc ActionProgram Manager e Delay Specifies a delay between the predecessor and dependent tasks e Delay Time Units The planning time unit This is set by the selection made in the project record e Select Predecessor button Displays
212. rees 162 APM TASKS e E WE 175 APM T TE 175 APM TASKS Form Features 177 APM TASKDEPENDENCY FOR 188 APM Task Dependency Form Features 189 APM RESOURCES FORM iis ssssiceseconssseseasieusecaasdecedeventicn sesveedeastenues ie suse eege eer 190 APM APPROVAL TASKS Pop 191 APM TIME amp EXPENSE TRACKING bOoRMS 192 PIE EHS Tracking FOTM been Een 192 PRIEST ie Tr cking FOM siessen aar RE A iE Ea 192 PRI Time amp Expense Tracking ERR iere eegene eege geen 193 APM TIME APPROVAL HORN 196 APM PROJECTPOOLS amp PROGRAMS bOoRM 197 APM RISK MANAGEMENT HORN 198 THREE IMPORTANT BACKGROUND bORMS 199 APM SkillSets Fam 199 APM ResourceLOcationSs Fam 199 APM GroupAssociations Form ciiasshiciesvenasadinarscdasuadessanaeasdataveastadas wacaansesaaniapanacaas 200 APM Resources E 201 APPENDIX C CRITICAL PATH METHOD SCHEDULING AN OVERVIEW sseesueuadectssevetesetondessccstssededsenecssdoeedesesusnesscdeessedseuenesseceansodeseeueoscseesoedseseaendseacsosedsenseseseaseneetss 202 PROJECT PLAN SCHEDULE EXAMPLE seeeseeeserrereesreeseeesrresereereesteesteeeeeeseeerereseeeeese 203 Project Schedule E 204 Project Finish Date Schedule e 205 Table of Contents viii Project Remedies Inc ActionProgram Manager Planned Start Date and Planned Finish Dote 206 Constraint Dates 2c cece cecceeccnucceuccucccucccucccuccceecneecueccuecasecusccusecusccusccuscaescascceccteccteeans 206 Critical Path Method Scheduling Summar
213. rogress or Completed until the project has been approved E APM Tasks Modify _ Of x APM Tasks Matching 1 Ww Gather Requirements and Design Sub task 2 Task 1 2 Gather Requirements and Design Hold 8 11 2008 8 8 15 2008 5 ASAP Z26 Sub task 3 Task 13 Gather Requirements and Design Hold 8 18 2008 8 8 19 2008 5 ASAP Z6 Develop and Test Summary 2 Hold 8 20 2008 8 8 28 2008 5 ASAP AZG Sub task 11 Task 21 Develop and Test Hold 8 20 2008 8 8 22 2008 5 ASAP Z26 Sub task 12 Task 22 Develop and Test Hold 8 25 2008 8 8 25 2008 5 ASAP Z6 Sub task 13 Task 23 Develop and Test Hold 8 26 2008 8 8 28 2008 5 ASAP AC Implement in Test Envir Summary 3 Hold 8 29 2008 8 9 3 2008 5 0 ASAP AZG Sub task 21 Task 31 Implement in Test Environment Hold 8 29 2008 8 8 29 2008 5 ASAP Z6 Sub task 22 Task 3 2 Implement in Test Environment Hold 9 1 2008 8 0 9 2 2008 5 0 ASAP Z6 Sub task 23 Task 33 Implement in Test Environment Hold 9 3 2008 8 0 9 3 20085 0 ASAP AE z APM Tasks Task00000000303 Modify Action Program Manager Tasks bs Project Info Select Project Project Id Proi00000000024 Project Name Jaze El Rework Task Process Display Project Project Status Plan zl Project Manager Allen Crouder Task Info Fask A T askooo00000303 Task Name Gather Requirements and Design E el D 7 z S No C Yes List Tasks SN Identifier Summary EI Task Description A P Create
214. roject Organization Id System generated read only Data Type Character with menu list Id of the selected Responsible Organization Name System generated read only Data Type Character Name of the individual who is the contact for the Responsible Organization Appendix B APM Forms Reference 180 ActionProgram Manager User Guide Tasks Form Details Tab Details Issues Optional Data Type Diary field Diary text entry field for noting details or other important issues for the current task summary task or milestone Diary entries are part of the project s permanent record Each entry includes a Time Data stamp and the ID of the person who made the entry Available to all users Scope Changes Optional Data Type Diary field Diary text entry field for noting changes to the task scope Diary entries are part of the project s permanent record Each entry includes a Time Data stamp and the ID of the person who made the entry Available to all users Change Log Optional Data Type Diary field Diary text entry field for noting changes made to the task Diary entries are part of the project s permanent record Each entry includes a Time Data stamp and the ID of the person who made the entry Available to all users Attachments System generated Data Type Table Character List of attached task summary task or milestone documents Created By System generated read only Data Type Ch
215. roject record Project Manager The Project Manager has responsibility for the project planning managing and measuring results Accordingly the Project Manager role has the highest level and broadest scope of authority in the ActionProgram Manager application In this role the Project Manager controls the original project record He she creates and defines project elements such as the start or finish of the project the schedule orientation the time unit for scheduling plus task notifications and status The Project Manager can plan the entire project or manage a team in the planning process Once a project enters the working phase APM provides timely information about a project s progress through automated notifications and alerts and detailed reports and charts Once a project is approved only the Project Manager may modify the project plan including adding tasks and milestones changing dates and duration The assigned Project Manager information is documented in the original project record For more information regarding this role including changing project manager on an existing project see Appendix F of the file CPM amp Other Considerations Part I Overview 26 Project Remedies Inc ActionProgram Manager Project Approver s Project approval is an important milestone in APM workflow In the application approval is the transition from the planning to working phase but in a business organization it
216. rt and Finish Dates Planned Labor Hours Work Time Logged to date Estimated Work Time Remaining and their total Responsible Organization and User This report has a two tier sort of Plan Start Date ascending and Plan Finish Date ascending Part VII Viewing a Project 135 Project Remedies Inc ActionProgram Manager Snapshot Report The Snapshot Report provides a detailed summary of all projects with status Jn Process and Completed by project manager It includes Information as of date name of project manager Warning Variance Threshold and Critical Variance Threshold indicators Project Name Project Status Completed Tasks Remaining Tasks Total Cost at Completion Export Report Data Report data can be exported in a number of standard file formats for use in other data analysis and reporting tools including PDF Excel CSV Crystal Reports HTML etc 1 Run the report to display the data you need 2 Click the Report Export icon in the upper left corner of the report window Figure 77 Report Export Icon 3 Click the Report Export icon in the upper left of the report window The Export dialog opens 4 Make your selections from the available dropdown options and click OK The Select Export File dialog opens 5 Complete the Select Export File dialog as needed and click OK Your report data is saved as requested Part VII Viewing a Project 136 Project Remedies Inc A
217. ry of program costs See above Worker Weekly Time Report Detailed report of a worker s weekly work time hours Project Time Report Provides a detailed summary of all work time Part Overview entered for a project 51 Project Remedies Inc ActionProgram Manager Sick Vacation Time Used Report Summary report of all the non work hours entered during the selected time period Close Out Time Report Common APM Form Features Most of the APM forms also include buttons that open related projects tasks dependencies or lists that you can choose from The interface is very intuitive and consistent and you will get the hang of moving around the application very quickly The following features are available on many of the APM forms Selection List Down Arrow E Display Field Contents B Diary Empty oy Diary Entries Click the down arrow buttons to open a dropdown selection list or open a separate Selection List window presenting possible values for the field Fields that have a button with 3 dots to the right side of the field indicate a text entry field You may enter as much information as you wish in these fields Click to display the complete contents of the field Blank diary indicates there are no diary entries Lines of text on the icon button indicate there are date time stamped project diary entries To view them click the diary button To close an open window c
218. s Form The approval task becomes italicized in the list at the top of the form When you refresh it will display the updated status as Approved Also the Status of the next Approval Task in the list changes automatically from Hold to Assigned 4 To approve the plan select Approved from the Status field selection dropdown list Figure 52 click the Save button and close the form Part IV Approving a Project 97 Project Remedies Inc ActionProgram Manager The process begins all over again with the next project approver who receives a notification of the task assignment 5 Once all of the approval tasks have been approved the Project Status is updated automatically to Approved Figure 53 Recalc Refresh Project Status Approved ne Reselect Approval Execute Project Risk None DI Figure 53 Project Plan Approved Once approved projects can remain in the Approved state indefinitely Re Planning an Approved Project The wait between a project plan being approved and the project actually starting may be long enough that conditions change and the project will need to be re planned Re plan an Approved Project 1 Open the project record The Project Status is Approved 2 Click the Reselect Approval button select an approval process from the list and click OK The Project Status changes back to Plan The Execute Project button changes back to Execute Approval 3 Repeat the proc
219. s does not allow for a Milestone to have a summary function 1 Retrieve a Task or Summary Task record 2 Click on the Create Milestone button A selection list window will be displayed with the following options e Create a Sub Milestone for the current task This creates a new Milestone as a Sub Milestone of the active task record The Sub Milestone is at a lower level Example The active record is a level 0 the new milestone would be a level 1 e Create a Milestone This creates a new Milestone at the same level as the active task record Example The active record is a level 0 new task record would be a level 0 3 Select Create A Sub Milestone and click OK A submit window in the APM Tasks form opens The Identifier field is automatically set to Milestone Part Ill Planning a Project 82 Project Remedies Inc ActionProgram Manager 4 Complete the available fields for the Sub Milestone in the same manner as when creating a regular Milestone See Create a Milestone on page 81 5 To save the sub milestone click the Save button on the form If this new Sub Milestone was created using a Task record then the Identifier field will be changed to Summary Task from Task Creating Dependency Relationships An effective project plan includes the sequence in which the tasks and milestones must be performed you must define the dependency relationships between tasks and milestones In a dependency relationship the
220. s have another capability that can be used to determine a plan s date schedule The system gives you the ability to enter specific dates for a task and specify how the date should be used For example you can specify that a task can start in one of the following ways Must Start On Must Finish On Start No Earlier Than Appendix C Critical Path Method Scheduling An Overview 206 ActionProgram Manager User Guide Finish No Earlier Than Start No Later Than Finish No Later Than As soon as planned As late as planned Critical Path Method Scheduling Summary Critical path method scheduling uses 1 the project plan start date or the project plan finish date 2 the planned duration of each task 3 the dependency type relationship between each task and 4 constraint dates to calculate when the planned tasks that make up the project should start and finish This is called a project plan Critical path method scheduling systems calculate the dates both ways If you specify that the project should use an Project Start Date Schedule orientation the system starts with the planned project start date entered and uses the planned duration and dependency type relationships to calculate the early start and finish dates for each task until it comes to the last date That becomes the planned finish date for the project Then the system goes back from the planned finish date and calculates the late start and finish d
221. s recalculated but the target 223 ActionProgram Manager User Guide TERM DEFINITION remains in place See also cut date The cut date can be used for recalculating the plan For example let s say that a project starts of the 1 day of the month and ends on the 30 day of the month If you decide that the last task must end on the 20 of the month the 20 is defined as the cut date for that task APM recalculates the durations proportionately so that the project will end on the 20 template A template is a series of tasks and the relationships between them It is management s definition of how they want a type of project to be performed There are two kinds of templates Task and Approval Templates are defined in APM and can be used when creating a new project Several templates are included with each APM installation WBS Work Breakdown Structure aka levels Can either be system generated or user designated Orders the display of project tasks sub tasks and milestones Glossary 224 ActionProgram Manager User Guide Account 67 active projects 13 Actual Finish Date 124 project 25 recording 111 Actual Schedule 28 actual start date 106 Actual Start Date 18 106 7 project 25 adding locations 58 organizations 59 people 61 resources 56 resources to APM 63 skills 56 adding a dependency between sub tasks 212 adding sub tasks 210 adding tasks 71 ALAP 73 Alerts 100 APM Template
222. signs resources to tasks by skill location and quantity and leaves it to the performing organization manager to actually name the people who will work each task In other organizations the project manager can name the people With ActionProgram Manager both methods can be used When a person is assigned to a task those hours can be seen on the Resource Chart The more information you give ActionProgram Manager about a task the better the cost information stored in the task At the lowest task level ActionProgram Manager keeps track of the Baseline plan the current plan and the actual costs For each it keeps track of planned labor costs expenses and if you integrate with BMC Remedy s Asset Management application capital costs ActionProgram Manager is the only PM system that integrates with an asset management system In ActionProgram Manager risks and issues can be tracked at the project level or at any task level Notifications can be set up so the person responsible can be notified about the risk or issue at the right time Documents can be attached to projects and tasks cutting down on email clutter and ensuring that important project documents stay with the project During the planning phase the project has a status of Plan and all tasks summary tasks and milestones have a status of Hold Figure 4 While the task records can be viewed and modified their status cannot be changed from Hold to a working status Assigned In P
223. since no actual activity has occurred The tasks that have a status of In Process will use the Actual Start Date and the Plan Finish Date Gantt charts generated during the review phase will be generated using only the Actual dates Part Overview 49 Project Remedies Inc ActionProgram Manager amp PMa Inventory pri dell 2 Gantt Charts Eh az E Gather Requirements and Design Subtask 1 Subtask 2 Sub task 3 rz Develop and Test Subtask 11 Sub task 12 Subtask 13 E Implement in Test Environment Sub task 21 Subtask 22 Sub task 23 m Implement in Production Environn GanttProject Org 1 11 1 August 2008 ee p 4 D p e p fo ju m fis D ne fie jiz is Im 2 Dn E 2 bb pe pr 28 Pe fo bh P p EN v 0 elps Cris Cally H3 Cally Fred Lewis LO Fred Lewis Tasks 17 Resources 2 Figure 26 Gantt Chart of a Project in Planning Resource Charts APM includes charts visibility as a project for viewing the status of project resources for ongoing is being worked Pre defined Reports The following reports are included with ActionProgram Manager They are described in greater detail in Part VI Reviewing a Project and Appendix A Charts amp Reports Details Project Summary Manager Cost Details Management All Complete All In Process All Pending Part Overview Provides a one page summary of a project s
224. st task s of the project actually starts It is set when the status of the first task in the project changes from Assigned to In Process This field is used for evaluating project schedule and performance Project Base Start Date System generated read only Data Type Date Time When a project is executed and a Baseline project plan saved the Baseline project start date is stored here as a read only field that cannot be changed Project Plan Finish Date Dependent on the Schedule Orientation field Data Type Date Time The planned date of completion for the last task s of the project The contents of this field are based upon the selection in the Schedule Orientation field above If Schedule Orientation is set to Project Finish Date then a date can be entered into this field or default to current date or earliest date based on the work schedule if set to Project Start Date then this field is read only and calculated by the application If no date is entered the date will default to the result calculated by the application This date may only be modified by the Project Manager or by the application s automatic calculations Actual Finish Date System generated read only Data Type Date Time The date that the last task of a project actually finishes It is set when the status of the project changes from Jn Process to Completed This field is used for evaluating project schedule and performance Project Base Fi
225. start is 8AM on day 3 The early start date for task 2 is day 3 at 8AM Similarly if task 3 starts immediately after task is finished the earliest task 3 can start is 8AM on day 3 The early start date for task 3 is day 3 at 8AM If task 2 starts at 8AM on day 3 and really takes 4 days to complete the earliest task 2 can finish is day 6 at SPM Because of this day 6 at 5 PM is called the early finish date for task 2 If task 3 starts at 8AM on day 3 and really takes 2 days to complete the earliest task 3 can finish is day 4 at 5PM Because of this day 4 at 5 PM is called the early finish date for task 3 When is the earliest date task 4 can start Since both tasks 2 and 3 have to finish before task 4 can start and task 2 will take longer than task 3 the earliest task 4 can start is just after task 2 finishes which is day 7 at 8AM That means that the early start date for task 4 is day 7 at 8AM If task 4 starts at 8AM on day 7 and takes 2 days to complete the earliest date it can finish is at 3 PM on day 8 The early finish date for task 4 is 5PM on day 8 Now our plan looks like the following Appendix C Critical Path Method Scheduling An Overview 204 ActionProgram Manager User Guide Day 1 at 8AM Day 2 at SPM Day 6 at SPM Day 3 at8AM Day 4 at SPM Day V at SAM Day 8 at SPM So far we have determined calculated the early start date and early finish date for each
226. t Open gt Object List or click Ctrl O to open the AR System Object list Forms are listed in alphabetical order and will open in New or Modify mode depending on which button you click after selecting the form Add a Skill A skill is basically a job title in APM It includes the code that is used in the selection lists a description and an associated rate Part Il Adding Resources to APM 56 Project Remedies Inc ActionProgram Manager 1 Select the APM SkillSets form and click New The APM SkillSets form opens in New mode 2 Complete the form to add a new skill E APM SkillSets New oix APM SkillSets New d se h Action Program Manager Skill Set SKRAD Skill Code Rate Status ES JFSI SA IK active zl Description Sr Systems Analyst amp Designer al Effective From Date sDaT z Effective To Date Dd Figure 29 Adding a New Skill Set e Skill ID is generated automatically when you save the skill e Enter a Skill Code This is a unique abbreviation that will be used throughout APM e Rate Enter the hourly rate associated with this skill Do not use the dollar sign Decimals are allowed Rates may also be set for organizations and individual users The skill rate is used while planning a project before individuals are assigned to specific tasks e The default Status is Active e Inthe Description field enter the name of the skill e The Effective From Date will default to the current
227. t Executable Path E C project remedies Si Web Charting No D m Resource Management eae W Gi Si E z E Project ID m R mmm Show RM Chatt_ Figure 35 Adding a New Resource e Resource ID is generated automatically when you save the resource e Select the License Type Status Part Il Adding Resources to APM 63 Project Remedies Inc ActionProgram Manager e Click the Select User button and select the resource from the selection list that opens The Name Login Last Name and First Name fields are completed automatically with the name of the resource you selected e Click the Select Assgn Org button and select the organization to which the resource is assigned from the selection list that opens The Assgn Org ID and Assg Org Name fields are completed automatically e The default hourly Rate is 100 00 dollars per hour Change this if necessary e The defaults for User Req Appr User Requires Approval and OT Req Appr Overtime Requires Approval are No e Select the Assigned Skills code from the field s selection list e Select the Assigned Location code from the field s selection lists e Complete the Title Phone and other contact fields as needed e Inthe Client Executable Path enter the absolute path to the directory where the APM charting software was installed If the charting software is installed on the Web and this resource will be using it then this fie
228. t for Approval Preparing a Project for Approval Once the planning process is completed the project plan is ready for approval At this point it is still possible to make changes to the project plan However to maintain the integrity of the plan ActionProgram Manager has a special project status called Pending Approval This status freezes the records associated with the project plan so they cannot be modified Only the project manager can execute the project into the approval process Execute the Project Approval Process Only the project manager can execute the project plan into the approval phase 1 Open the Project record The Project Status is Plan The Reselect Approval and Execute Approval buttons are available Figure 49 Part IIl Planning a Project 91 Project Remedies Inc ActionProgram Manager Recalc Refresh Project Status Plan ne Reselect Approval Execute Approval Approval Process Technical pproval Risk None DI Figure 49 Project Plan Before Executing the Approval Process 2 Below the Project Status field click the Execute Approval button e The project status changes to Pending Approval Recalc Refresh Project Status Pending Approval Show Approval T ackls Risk None DI Figure 50 Project Status Pending Approval e The Reselect Approval and Execute Approval buttons are replaced with the Show Approval Tasks button e The eve
229. t project tasks Baseline Plan Tracking A Baseline plan is captured when a project is executed It is comprised of the planned start and finish dates duration and planned labor hours of the approved project plan The Baseline plan is used in the Gantt chart and reports for comparison and calculating variances with the actual plan implemented Work Schedule and Holidays APM accounts for a business unique work and holiday schedule when calculating a project s schedule A working business schedule Monday through Sunday and an annual closed holiday schedule can be specified increasing the accuracy of the project schedule and calendar ActionProgram Manager Features 11 Project Remedies Inc ActionProgram Manager Automated Notifications and Schedule Alerts APM uses automated notifications and schedule alerts to help keep a project s tasks on schedule Utilizing the flexible notification options of the AR System management and staff are alerted to project approval task assignments task deadlines and changes to the project plan Communication through APM controlled notification and automatic escalation ensures that project managers project approvers and assigned users always know what is expected of them and when it is expected Critical Path Method Tasks on the critical path are automatically flagged on the task record in the Gantt charts and in reports for instant identification APM also includes a pre def
230. t was executed This date is used in the comparative Gantt chart and variance reports Base Finish Date The plan finish date captured in the Baseline plan when the project was executed This is used in the comparative Gantt chart and variance reports Base Duration The plan duration captured in the Baseline plan when the project was executed Actual Start Date The start of the task It is the date time stamp when the task status changed to In Process from Assigned Actual Finish Date The finish of the task It is the date time stamp when the task status changed to Complete from In Process Accepting Task Assignments A task is ready to for someone to work on it when its status is changed from Hold to Assigned and the responsible person receives a notification that the task has been assigned to them Part V Working a Project 103 Project Remedies Inc ActionProgram Manager When the responsible person changes the task s status to In Process he she has accepted responsibility for accomplishing the task This status change signifies the actual start date of the task in the project plan Open the Task Record 1 Open the project record in the APM Projects form 2 Click the List Tasks Milestones button to open the selection list of tasks summary tasks and milestones associated with the project plan 3 Select List Entire Project and click OK 6 Aquery list is displayed at the top of the for
231. ta Type Date Time with selection calendar Appears when the Constraint selected is FNET SNET FNLT SNLT MFO or MSO Priority Optional Data Type Character Use to indicate the relative priority of the current task summary task or milestone Appendix B APM Forms Reference 179 ActionProgram Manager User Guide Duration Optional Data type Real number The estimated calendar duration between the Plan Start Date and Plan Finish Date of the task based upon the time unit and business hours Units System generated read only Data type Character The units of time the project and its tasks are based upon This is defined in the project record in the APM Projects form and automatically set in task and milestone records The time unit may be hours or days The time unit is used to calculate slack and duration Slack System generated read only Data type Real number The amount of time a task can be delayed or begin early without affecting another task or the project finish It is the difference between the early and late start dates of a task based on the time unit and business hours Labor Hrs Optional Data type Integer The estimated time required to actually work the task This is defined during the planning phase Once a project is executed this field is read only Responsible Required Organization Data Type Character with menu list Name of the Group primarily responsible for the current p
232. tab to view the dependency fields 3 Click on the List Dependencies button to display a query list of all predecessor task records 4 Make changes to the dependency as needed Part IV Approving a Project 95 Project Remedies Inc ActionProgram Manager To change the status of the dependency relationship click on the Status field list button Select the status from the menu e Valid The dependency relationship is active e Invalid The dependency relationship is not active When all changes are made click the Save button The dependency has been modified Approving a Project Plan Your roject approval process can be as simple or as complex as you require Approval is frequently a multi step process where various managers and stakeholders review and approve the project plan You must have the Project Approver role to be able to approve a project plan Recalc Refresh Show Approval Task s Project Status Pending Approval Risk None DI Figure 51 Project Status Pending Approval Complete the Approval Tasks 1 After receiving notification that a project plan is waiting for your review and approval open the project record and click the Show Approval Tasks button The APM Approval Tasks form opens displaying the approval process tasks NOTE If you do not have approval permission the Show Approval Tasks button will not be visible on the form Review the project
233. task the status in this window will be Assigned 10 Click on the Cost tab Note that the cost has changed The calculation now is the planned labor hours times the rate for the people with that skill code Please write down this new cost and compare it with the original cost As you give APM more resource information it recalculates the resource cost 11 Click on the Required Resources tab Highlight the first resource code entered if it is not already highlighted and click on the Assign button A dialog box will open Important data elements regarding this task are at the top of this window including e The Planned Start and Finish Dates e The Planned Required Labor Hours Appendix E Assigning Resources to Tasks 215 ActionProgram Manager User Guide 12 13 14 15 16 17 18 19 e The Number of People Needed Click on the Click to Refresh words in the middle of the window A list of people with that skill code specified at the location specified opens For each person you see their organization from the APM GroupAssociations form their free hours each person s rate typically an average rate stored in the APM Resources form and each person s skill codes stored in the APM Resources form Note that you see people from different organizations If the people in your organization are swamped this gives you an opportunity to assign people from other organizations that might
234. tasks or Milestones 4 Click on the Cost tab The only cost shown is the Planned Labor Hours cost When the project starts the last plan will be frozen as the baseline plan If you are doing time tracking the actual cost fields will be populated as time is posted against each task But for now we are only dealing with the Plan This amount is calculated as follows the planned labor hours times the rate for the Responsible Person which is stored in the APM Resources form Please write down this cost As we give APM more information the planned labor cost will be recalculated 5 Click on the Required Resources tab and then the Add button 6 The list of skill codes from the APM Skillsets form opens Select the skill code you think is needed for this task If using the data that comes with APM out of the box select FSI D Sr Developer and click on OK 7 A list of locations from the APM ResourceLocations form opens Select the location where this task will be worked and click on OK If using the data that comes with APM out of the box select Orem UT and click on OK 8 Enter the number of people that will be working this task For our demonstration please enter the number 2 and click on the Execute button 9 Please note that the entry in the window on the Required Resources tab now shows the rate for the people with that skill code as well as the status which is Unassigned When we actually assign people to the
235. the Required Resources tab Note that the status for this skill is Assigned Click on the Assigned Workers tab Note that the people you assigned to this task are listed there along with the hours assigned to each person their rate and their skill and location codes Click on the Cost tab Now the planned labor cost has changed again Now the planned labor cost is the total of the hours assigned to each person times their specific rate Appendix E Assigning Resources to Tasks 216 ActionProgram Manager User Guide How does the Resource Management chart look now 1 3 Leave the APM Tasks form open because we will come back to it shortly Go to the Windows command and go the APM Navigation form Click on the Main Menu button then the Charts button the Resources button and the Active Project button The dialog box opens Enter the same range of dates you entered before which should include the range of dates for the task you just assigned people to and click on the Show RM Chart button The Resource Management chart is generated and the hours assigned to each person are displayed The hours are spread over the range of dates For example if you assigned 10 hours to a person and the planned duration of the task is 4 days 2 5 hours will be in each box for each of the 4 days Also the boxes are color coded e If no time has been assigned the box is white e Ifthe person is 1 80 busy the box is green e
236. the selection dropdown list and click OK The project name will be set in the field 4 Click the Search button The project populates the form Adding Tasks After the project record has been created and saved you can addtasks and milestones Even if you used a template the tasks that were added may still require some modifications for each project This section describes the following basic steps involved in creating a task in ActionProgram Manager Open the APM Tasks form Enter task information Save the task record This section also describes the various ways you can retrieve task records after they ve been created NOTE Tasks for a project can be created in any order and from anywhere within the project plan The order that task records are created will not affect the automatic calculations and scheduling done by APM Part Ill Planning a Project 71 Project Remedies Inc ActionProgram Manager TIP It helps if you outline the tasks subtasks milestones and dependency relationships in list or workflow diagram before creating them in APM Open the APM Tasks Form 1 On the APM Projects form click on the Create Tasks button The APM Tasks form opens in New mode Certain fields are automatically set by APM e The Identifier field is set to Task e The project information fields at the top of the Tasks form e The Time Units fields are set with data specified in the associated project record e Th
237. tions 100 112 opening a task record 78 organization defined 222 Organization ID 74 organizations adding 56 59 manager and supervisor 61 updating 61 paperclip 110 pending approval 91 Pending Approval 92 96 people adding 56 61 plan defined 222 Plan Dates 29 Plan Finish Date milestone 82 task 73 Plan Schedule 28 Plan Start Date milestone 82 task 73 227 ActionProgram Manager User Guide Planned Finish Date 206 Planned Labor Hrs milestone 82 Planned Start Date 206 planning a project 65 PMA Proposed Projects 90 pools 88 PPM connection with APM 90 PPM project plans 90 predecessor task 83 Predecessor Task 23 preparing a project for approval 91 PRI Time amp Expense Tracking Form 42 printing reports 137 programs 88 project completing 124 saving 69 Project Approver 27 96 project comments 25 project completion 18 project details 107 Project Details 25 124 project details diary make an entry 108 viewing 109 project documentation attaching 110 project elements defining 67 Project Elements 19 Project Finish Date 29 Project Finish Date Schedule Orientation 205 project information entering 66 project life cycle 13 Project Manager 26 project manager ID 67 project notes 25 106 107 Project Phases 6 project plan 207 approving 96 97 executing 98 revising 111 Index Project Plan creating without a template 208 multi level 208 Project Plan Finis
238. tions and phone number can easily be linked so that data can automatically be back filled into the appropriate fields Your AR System administrator can help In the Account field click the menu list button to the right of the field to open the Selection List window of available accounts Select the code or account number associated with this project from the list and click OK The Selection List window closes and your selection appears in the field This could be a cost center number organization code project number or any other code or account number used to track project costs In the Proj Mgr Id field choose a project manager from the selection dropdown list This is the person assigned responsibility for the entire project The Name field is filled In the Project Manager Phone and Ext fields enter the main phone number and extension of the project manager In the Responsible Organization field select the group with overall responsibility for completing the project Define the Project Elements 1 The Project Status field is automatically set to the default value of Plan A project cannot be created with any other status value Select an Approval Process required Click the Select an Approval Process button and select the approval process for this project plan Technical Approval or Corporate Approval from the selection list Click OK and the selection list closes e The Select an Approval Process button is r
239. tnnedsaiessanssansdadsassebendasdoonss 76 Generate the Resource Management Chart 76 Assign Resources Using the Required Resources Tab 77 Assign Resources Using the Assigned Workers Tab 78 Opening Task Re ord scacitiseassasusisinsasenalveginauonavadeavunineislnadnaacursaiudtdanaiuescuseteibadadeenes 78 CREATING SUMMARY TASKS AND SUB TASKS ssiscssssiessnassdassansntecssuavcasessvedansqessdecenaisesees 79 Create Summary Tasks and Sub tasks scoswscvicontnatiaonsadistosanstaaetsanianadannbeasnandusasvaraaeaces 79 DEFINING MILESTONES ssieduccsetvaiwadindetanatsbantancdeniadesteasansstadicsddoasaiunddasntusddanedeniestauntienaes 81 Greate a Milest n renies E EE E EEE RE a 8l e EEN 82 CREATING DEPENDENCY RTE ees Sedan deN 83 Create a DependenCy siisscticiaatussataradtiadsarneadanenivadaaaadaashiyaasarwecadadanteatisiacieaniwoebataaned 83 View the Dependency E 85 Create Inter project EE EE 86 GROUPING PROJECTS INTO POOLS amp PROGRAMS ssssesesssesessseessresseesseeesseersseessressersses 88 Cre te Pools desser 88 DETERMINING TASKS ON THE CRITICAL PATH cccssssssssscssssscsssscsssnsccesseccessencssoacesens 90 CREATING A PROJECT PLAN USING ACTIONPORTFOLIO MANAGER DPMI 90 Create a Project Plan ice otic cael EE 90 PREPARING A PROJECT FOR APPROVAL wsisicsacsasasccsascceeasasdecesdonasandascsestasessacsaunaneadasneans 91 Execute the Project Approval Process ssweiaksvesocasesearsarandeinassardinneiasudanelasaaviaraawaanicnard 9 PART IV APP
240. type Character The status of the active task s project record Project Name System generated read only Data Type Character Name assigned to the project Project Manager System generated read only Date Type Character Name of the project manager assigned to the project Field is populated based on the selection made in the Project Manager Id field on the Projects form Task Id System generated read only Date Type Character Unique identifier assigned to the task record Identifier Required Data type Selection dropdown list Identifies the type of task record Select from Task Summary Task or Milestone The application will automatically set the identifier if the task record is a Summary Task Status Required Data type Selection dropdown list Displays the active status of the task Assigned In Process Hold Complete Rejected Cancelled During the planning phase all task records have a status of Hold prior to project approval WBS Both system generated or user designated read only but altered via the down arrow Date Type Character Work Breakdown Structure Indicates the relative location of the current task summary task or milestone within the project s task list Task Name Required Data Type Character The name of the task summary task or milestone Appendix B APM Forms Reference 178 ActionProgram Manager User Guide Task Description Optional Data type Ch
241. u have used PPM to create a proposed project the final step in that process is to create a detailed project plan This step is the connection between PPM and APM Create a Project Plan 1 Onthe PPM PMA Proposed Projects form APM Planning tab click the Show APM Project Plan button The APM Projects form opens populated with the information from your proposed project See Figure 48 Part Ill Planning a Project 90 Project Remedies Inc ActionProgram Manager Modify PMA ProposedProjects 000000000000048 Portfolio Manager Proposed Project Details Project Name csc7 Risk None v Curent Gate Level APM Planning Ba Initial Request General Resources Type of Money Priority Gatel Manager Gate2 VP Gate3 Steeting APM Planning Approval Process Technical Approval Select Approval Process Default Account 20010 El Template Process AR System Implementation zi ClearTemplate Process Default Performing Group Distribution sl Task Notifications Time Unit Schedule Orientation Project Approval amp Assignment v Days EI Project Start Date EI Ext Proj Mar Id Name Allen Allen Crouder Phone Implement Project Plan Show APM Proiect Dien Figure 48 Proposed Projects in PPM Enter APM Here 2 Use the APM Projects form as described in this section to refine and finalize the project plan for your proposed project 3 Continue with the next topic Preparing a Projec
242. uide APM ProjectPools amp Programs Form Use the Ampoule amp Programs form to view information about a Pool Program including which projects are included their cumulative costs totals etc EB APM ProjectPools amp Programs New APM ProjectPools amp Programs New d Action Program Manager Project Pools amp Programs Finy Fhawamn id Pool Program Name Category Priority Allert sl Poo xl 7 Pool Program Description Details Service Type Project Type O W Tl Contact Name Phone Pool Program Manager Id Phone mi Add Contact 4 hao Name Responsible Organization Account z x o List Contact Pool Program Gantt Chart Add Project Remove Project Project Id Start Date Finish Date Extension Figure 101 APM ProjectPools amp Programs Appendix B APM Forms Reference 197 ActionProgram Manager User Guide APM Risk Management Form Use this form to create modify inter project dependency relationships You may also use this form to cancel an inter project task dependency Ei APM Risk Management New APM Risk Management New Figure 102 APM Risk Management Inter Project Dependencies Form Appendix B APM Forms Reference 198 ActionProgram Manager User Guide Three Important Background Forms These are the forms used in conjunction with APM resources APM SkillSets Form The APM SkillSets form is the form in which skills can be added to the enterprise th
243. uld Have Finished Report Revised Plan iui un seo mets Fish 1 Task00000000026 Execute Tn Process 59 Y zm D 12 501 8 00 00AM Beate Finance Mary Richards Inplenertation 12 701 5 00 00PM 12 701 5 00 00PM Enemeering Checklist Checklist 2 Tak00000000027 Move to Operations Hold 529 000 000 D 12 701 5 00 00PM Beate Finance Mary Richards Approval 1277 01 5 00 00PM 1271001 8 00 00an plementation Checklist 3 Task00000000028 Beare Operations Hold 171 nm 500 D 12 1001 8 00 00AM Moreto Finance Mary Richards Checklist 12 1401 5 00 00PM 4 Task00000000029 User Testamd Hold 871 000 500 D 12 1701 8 00 00AM Becute Finance Mary Richards Acceptance 12101 5 00 00PM 12 21 01 5 00 00PM Drees Checklist Appendix A Charts amp Reports 152 ActionProgram Manager User Guide Project Variance Report SS Report Preview APM Projects fsihqmkt2 KIKI 1of1 gt sl ajel ficoz d Total 100 1of1 Information as of 12 13 01 Project Id Proj00000000006 Project Name Aegon 1 Project Status In Process Project Time Unit Days Project Manager Allen Crouder Project Schedule Orientation Project Start Date Project Yariance Report Execute Engiwering D T Checklist Execute D T Implementation Checklist Mow to Operations D H Approval Execute Operations D YT Checklist User Test and D Y Acceptame Appendix A Charts amp Reports Dm 0 00 Dm 0 00 0 0 12301 8 00 00AM 112701 7 56 02AM
244. ut Using a Template 213 ActionProgram Manager User Guide Appendix E Assigning Resources to Tasks This tutorial describes how to use the Resource Management Chart to review resource availability assigning Resources People to tasks and understanding resource costs Within ActionProgram Manager there are two ways to assign people to tasks You can use the Required Resources tab or the Assigned Workers tab and both ways are described in this section When tasks are assigned the assignments are displayed on the Resource Management chart Let s see how busy specific people are at this time For that we want to look at APM s Resource Management chart Review Resource Availability Using the Resource Management Chart 1 Open the APM Navigation form Click on the Charts button then the Resources button and then the Active Project button A dialog box opens This dialog box allows you to define the data you want to see in the Resource Management chart Later when there is more data in the system play with this so you can see the different types of charts you can generate There are actually 36 different views of the data that can be displayed for each chart Enter a range of dates in the From and To fields starting with next Monday and going out for 3 weeks to the Friday of that week Click on the Show RM Chart button Write down these dates because we will use them again later in this exercise The Resourc
245. vel Add Project Tasks and Milestones Enter task information create summary and sub tasks and define milestones Create dependency relationships create dependencies between tasks and milestones and between projects Project Remedies Inc ActionProgram Manager Group projects together into pools or programs for reporting and tracking Determine the Critical Path Prepare for Project Plan Approval Execute the approval process The project status changes from Plan to Pending Approval The Project Plan Approval Phase Approving a project plan is a significant milestone in ActionProgram Manager In APM a formal process is used to transition a project from the planning to the working phase Only a user with permission can approve a project When you execute the plan into the approval process the approver s are notified Approvers are notified the same way people are notified with your existing AR System applications Your approval process can be as simple or complex as you would like The approval phase includes the following basic steps 1 Review the Project Plan 2 Re Plan if Needed 3 Approve the Project Plan To approve the project plan the approvers change the status on their approval tasks to Approved If they want to reject the plan they change the status to Rejected and must add a rejection reason If approved the person in the project manager role is notified 4 Execute the Approved
246. w opens Select Sub task 2 and click on OK Select Place Task After the Selected Task and click on OK 3 Click Save and then press F5 to refresh the query Please note that Sub task 3 is also beneath Summary task 1 sits after sub task 2 and has a WBS code of 1 3 All additional sub tasks to Summary Task 1 are entered the same way as Sub task 3 Appendix D Creating a Multi Level Project Plan Without Using a Template 211 ActionProgram Manager User Guide Sub tasks under the other Summary tasks are entered the same way that these first 3 sub tasks have been entered Add a Finish Start Dependency Between Sub Task 1 And Sub Task 2 l d 3 On the APM Tasks form select Sub task 2 Click on the Dependency tab in the lower left hand corner of the form Click on the Select Predecessor button A window opens show all tasks and milestones i e those tasks that have an Identifier of task or milestone Dependencies are defined between tasks and milestones but not between summary tasks i e those tasks that have an Identifier of summary Select Sub task 1 and click on OK Note that Finish Start is the default Relationship type and zero is the default Delay Click on the Submit Dependency button Add a Finish Start Dependency Between Sub Task 2 and Sub Task 3 1 2 3 On the APM Tasks form select Sub task 3 Click on the Dependency tab in the lower left hand corner of the form
247. xpense Ver 10 12 08 Meals 0 00 User Request Type Jalen APM Tasks Task ID Task Name T asko0000000304 el sub task 1 xl Date of Expense Expense Description 10712 2008 lunch A Expense Category Mileage Meals P Charge Code Expense Amount Payment Category 20020 7 94 Master Card Charge Back Client Employee Reimbursement Receipt Keep in My List G Yes C Yes YesC No Figure 68 PRI Time amp Expense Tracking Expense Sheet Record Detail Part V Working a Project 117 Project Remedies Inc ActionProgram Manager 7 Enter your expense information in this form and click Save The expense is added to the task Refresh the Time amp Expense Tracking Timesheet if needed to see your changes Edit Your Time and Expense Entries To edit your time or expense entries simply open the record in the Timesheet make your changes and Save Enter Your Work Time and Expenses In the Work Time Tab Sometimes it s more convenient to track time directly while you re working on a task The Time amp Expense Tracking Timesheet forms may be opened from the APM Tasks form gt Work Time tab Figure 69 Enter Your Work Time and Expenses From the Work Time Tab Instead of using the PRI Time amp Expenses Tracking form you can enter work time and expenses directly into the Work Time tab on the APM Tasks form 1 Open the APM Tasks form gt Work Time tab Select your User name date worked and the account
248. y Entering expenses works the same way as entering work time described above B amp PRI Time amp Expense Tracking pri dell 2 anne PraskO0000000354 fonsa Figure 66 PRI Time amp Expense Tracking Expense Sheet 2 To add an expense record for each project for which you have expenses click the New Task button The APM Expenses by Week by User form opens E PRI Expenses By Week By User pri dell 2 Request Type apm Taskd x Task ID e Ea ES Figure 67 PRI Expenses by Week by User Part V Working a Project 116 Project Remedies Inc ActionProgram Manager Use this form to add project or other types of expenses to your timesheet to make expense entry easier and more convenient 3 Select the type of task or work time from the Request Type field selection dropdown list Click the Task ID dropdown arrow The dialog box opens displaying the list of available project records Figure 64 4 Highlight the project task you want and click Select The dialog box closes and the Task ID and Task Name fields in the PRI Time by Week by User form are filled in automatically 5 Click Save The form closes The project task is added to the expense sheet and you can record your expenses for it 6 To record your expenses double click on an expense record in the Timesheet expense list The detailed expense tracking form opens Figure 68 PRI Time amp Expense Tracking pri dell 2 Task Date of E
249. y ssssscdaassissanasasnsearsptadeaassiadeanessasesetaaseceas 207 APPENDIX D CREATING A MULTI LEVEL PROJECT PLAN WITHOUT USING A TEMPLATE scisioscssscssstssssorsesssssrosssccoosessscsscesscssoseosisseoesscssosess oits sso sasso sisina 208 CRRBATEANGwbpompcrRrcopnp 208 DEFINE THE FIRST SUMMARY DAsgk 208 DEFINE THE SECOND SUMMARY Uask 209 DEFINE THE THIRD SUMMARY Task 209 ADD THE FIRST SUB TASK UNDER SUMMARY Daer 210 ADD THE SECOND SUB TASK UNDER SUMMARY TASK l wui cccceeececcsseecccceseececceseecceeenees 210 ADD THE THIRD SUB TASK UNDER SUMMARY TASK l u eccceeeececceseececceseececceeececeenees 211 ADD A FINISH START DEPENDENCY BETWEEN SUB TASK 1 AND SUB TASK 2 212 ADD A FINISH START DEPENDENCY BETWEEN SUB TASK 2 AND SUB TASK 3 212 VIEW THE GANTT CHART FOR THIS Ppomgcr 212 APPENDIX E ASSIGNING RESOURCES TO TASKS e eeeo0000000000000000e00000000000 214 REVIEW RESOURCE AVAILABILITY USING THE RESOURCE MANAGEMENT CHART 214 ASSIGN PEOPLE TO TASKS USING THE REQUIRED RESOURCES ap 214 HOW DOES THE RESOURCE MANAGEMENT CHART LOOK NOWI 217 ASSIGN PEOPLE TO TASKS USING THE ASSIGNED WORKERS Dap 217 HOW DOES THE RESOURCE MANAGEMENT CHART LOOK NOWI 218 APPENDIX F SERVICE amp SUPPORT ccccsssssssssssssscsssssssssssssssssssssssesesesess 220 GLOSSARY wasdissccscacecciccce sd cacscesaedests acess cuseessucesd sass SEEK E ED TREI NEEE RS EKTE 221 INDEX E 225 Table of Contents ix Project Re
250. you might want to choose the same location selected earlier in this exercise Now a list of people with that skill code located at that location opens Relevant information for each person including their rate is also shown but their free hours is not shown Select a person and click on the OK button A dialog box opens Please enter the number of hours that you want to assign to this person Enter a number less than the planned labor hours for the task and click on the Execute button The dialog box closes and you will see a summary of what you just entered in the window on the Assigned Workers tab Do the same thing again only this time select a different person You might want to select a different skill code and or a different location The sample data is for FSI D and FSI PM Give this 2 person the remaining planned labor hours for this task If you enter too many hours i e more that the total planned labor hours for the task you will get an error message and will have to make the entry again When you click on the Execute button the dialog box closes and you will see the 2 entry summarized on a 2 line in the window on the Assigned Workers tab Click on the Cost tab Note that the planned labor cost for this task is now the total of the labor hours assigned to each person times each person s rate Click on the Required Resources tab Note that the tab is empty This indicates that people were assigned using th
251. ystem Home Page click the APM Navigation link Part Overview 33 Project Remedies Inc ActionProgram Manager EF BMC Remedy User File Edit View Tools Actions Window Help ala alel sl alal ei el ES Home Page Search BMC Remedy AR System IT Home Welcome Afen Quick Links APM Navigation Universal Timesheet Service Management Portal PRI SO Demo Calls Portfolio Inventory Change Password AR System Sample Application AR Sample Application Console 5 Figure 13 AR System Home Page The APM Navigation form opens displaying the Main Menu EB APM Navigation Search Of x ACTIONPROGRAM MANAGER NEW PROJECT UPDATE PROJECT TASK STATUS TIME ENTRY CHARTS REPORTS Project Remedies Inc Figure 14 APM Navigation form Main Menu Part Overview 34 Project Remedies Inc ActionProgram Manager Use this navigation menu to access the main APM forms charts and reports The buttons on the APM Navigation form menus are color coded Red Functions Blue Charts and Reports Gold Administration Using the AR System Menus If you are familiar with the AR System environment you will probably feel comfortable navigating through APM using the native menu structure This is not always an appropriate method to use because there are cases where required workflow is necessary to provide some APM functionality This method should only be used by those
252. ystem generated read only Data Type Integer Sum of the project s actual capital costs Actual Costs Total System generated read only Data Type Integer Sum of the project s actual total costs Project Form Costs Tab Menu Item Selections The fields on this tab may be customized by the APM Administrator They are used to store project cost information and are used by PPM One Type of Money Two Type of Project Three Customer Four Performing Organization Five Portfolio Six empty APM Projects Form Task Info Tab System generated table read only Fields include Task ID Status Identifier WBS Task Name Summary Task Assn User Assn Group Double click on a task to open the APM Tasks form for that task APM Projects Form Task Summary Tab Fields on this tab are system generated and read only They provide an overview of the tasks for the active project Fields include Target Date Key Assignment1 Key Assignment2 Key Assignment3 Task Priority fields Target Date Require Appr Optional Data Type Radio button Yes No Appendix B APM Forms Reference 172 ActionProgram Manager User Guide Label APM Projects Form Details APM Projects Form Record Info Documentation Tab Paper Clip icon Use to attach project documents Created By System generated read only Data Type Character ID of the person who created the pr

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